SOFT SKILLS (BAS105 / BAS205)

UNIT-3, 4 & 5 NOTES

What is the difference between agenda points and minutes of meeting?
Agenda is the schedule of a meeting and tells the sequence of events during the
meeting to let the guests prepare in advance. Minutes refers to the official record of
the proceedings of a formal meeting. Minutes are important to remind what
happened during a meeting on a future date if people forget.
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.
Meeting Agenda
Location
Date
Time
Agenda Details:
To call upon the secretary to read out the minutes of the previous meeting
To read the notice of the current meeting
To place the financial status of the company for the period ended 31 March, 2023
Appointment of the members of managing committee
Decide the date of the next meeting
Minutes of meeting
Organization details
Title (Minutes of Meeting)
Opening (time, day and venue)
Members present: (the following members were present_
Minutes of Meeting(the following points were discussed in the meeting)
Confirmation of the minutes of the previous meeting
Director’s Annual Report
Analysis of students’ attendance
Appointment of new faculty member in English Department
Date
Prepared and submitted by
Approved by

Define Leadership
Leadership is the ability of an individual or a group of people to influence and guide
followers or members of an organization, society or team.
Leadership is the art of motivating a group of people to act toward achieving a
common goal. In a business setting, this can mean directing workers and colleagues
with a strategy to meet the company's needs.
Qualities of a good leader:

Integrity
Visionary
Delegation
Communication
Decision-making Skill
Problem-Solving Skills
Self-motivated
Self-Disciplined
Gratitude
Learning Agility
Emotional Intelligence
Accountability
Supportive
Tech-savvy
Respect

What are the techniques to manage stress?

Stress management offers a range of strategies to help you better deal with stress
and difficulty (adversity) in your life. Managing stress can help you lead a more
balanced, healthier life.
Stress is an automatic physical, mental and emotional response to a challenging
event. It's a normal part of everyone's life. When used positively, stress can lead to
growth, action and change. But negative, long-term stress can lessen your quality of
life.

Techniques: Application of 4 A’s

• Avoid
• Alter
• Access
• Adapt

1. Avoid
Try to avoid a lot of stress. Plan ahead and take control of your surroundings.
If you know there will be a lot of traffic, try to leave earlier for work.
Learn to say no. If you have a lot of responsibilities or demands on your time, try
to turn down things you truly don’t have time for in order to make more time for
yourself.
Avoid people who bother you. If someone in your life is causing you stress, do
your best to put physical distance between you.

2. Alter
Make a list of the stressors in your life and attempt to make changes for the better.
You can respectfully ask someone to change their behavior and be willing to do the
same to avoid creating larger problems.
Communicate your feelings openly.
Try to manage your time better by grouping tasks that are similar.
Create boundaries for yourself and state limits ahead of time, such as, “I’ve only got
five minutes to talk.”
3. Access
Sometimes we have to learn to accept things the way they are.
Talk to someone about how you’re feeling. You may not be able to change a situation,
but that doesn’t mean your feelings aren’t valid.
Practice forgiveness. It may be hard, but you will be able to free yourself of negative
energy.
Try practicing positive self-talk. Negative thoughts can escalate when you’re
stressed. Practice being positive
Learn from your mistakes. You can’t change what has happened in the past, but you
can learn from it for the future.
4. Adapt
Learn how to manage your expectations or standards.
Sometimes we need to adjust our standards to stop striving for perfection. If we
redefine success, we may live with less guilt and frustration.
Try stopping gloomy thoughts in their tracks or reframing them to look at them from
a new perspective.
Adopt a mantra such as, “I can do this,” and repeat it to yourself during tough
situations.
Try to think about all of the things that make you happy in your life and to look at the
big picture. Most stressful situations won’t matter in a few years. This will make
things seem less overwhelming.
Discuss merits and demerits of oral communication.
Oral communication relates to the verbal exchange of information or ideas from one
person or group to another. They can be used either formally or informally. Formal
oral communication takes place during presentations at business meetings,
classroom lectures, political speeches, or speeches at ceremonies. Informal oral
communication may take place anywhere within an organization, such as during face
-to-face conversations, through telephone conversations, or during regular
conversations at business meetings.
Advantages of Oral Communication:
1. Immediate Transmission
2. Time-Saving
3. Cost Savings
4. Effectiveness
5. Immediate Feedback
6. Relationship Develops
7. Interacting With Groups
8. Message Can Be Changed
Disadvantages of Oral Communication:
1. No record
2. Expensive
3. Inaccuracy
4. Limited Use
5. Probability of Omitting Main Subject
6. Confused Speech
7. No Legal Validity
8. Late Decision
9. Less Important
10. Lack of Secrecy

What do you mean by paralinguistic features?

Paralinguistics are the aspects of spoken communication that do not involve words.
These may add emphasis or shades of meaning to what people say.
Paralinguistic (Vocal Aspects of Delivery) has been defined as “not WHAT you say,
but THE WAY you say it.” Paralanguage, sometimes known as nonverbal
communication, is communication by means other than words.
The participation of paralinguistic means in the communication process allows you
to fully understand the essence of the conversation.
Elements of Paralanguage:
Pitch
Volume
Pace/Rate
Articulation and Pronunciation
Pitch:
Pitch (tone or modulation) is the highness or lowness of the voice. We also vary our
pitch to reflect our mood and interest in conversing. Your pitch expresses your
emotional state; or making a statement or asking a question.
Volume
The power of your voice, its loudness or volume, also affects perceptions of intended
meaning. Some whisper or blast through their volume. An aggressive person is often
very louder. In contrast, if you are soft spoken, others may take your behaviour
nervousness. Effective Interpersonal Communicators Regulate Volume in an Effort
to Promote Meaningful Interaction. Your volume should reflect the nature of your
message.
Pace/Rate
Speaking rate is the third vocal signal affecting the communication of meaning.
Most of us speak at an average rate of 150 words per minute. When we speed up our
speech, exceeding 275 to 300 words per minute, it is difficult for others to
comprehend what we are saying, and our message thus becomes virtually
unintelligible. In contrast, if we speak too slowly, others may perceive us as tentative
or lacking in confidence or intelligence. It quickens to relay agitation, excitement, and
happiness, and it falls to convey seriousness, serenity, or sadness.
Articulation and Pronunciation
The sound attributes of articulation and pronunciation affect message intelligibility
as well as perceptions of credibility. Articulation is the way you pronounce individual
sounds. Ideally, even during person-to-person contact, the sounds of your speech are
sharp and distinct. When you fail to utter a final sound (a final t or d, for example),
fail to produce the sounds of words properly. When you mispronounce a word, you
may suffer a loss of credibility, and those listening to you may find it more difficult to
make sense of what you are saying. For instance, saying “going to” instead of “gonna”
or “did not” instead of “dint” are examples of good versus poor articulation.
Discuss Proxemics and Chronemics.
Proxemics
Proxemics is the amount of space people prefer to have when engaging in
conversation with others. Types of Proxemics in the United States, there are four
types of “distance” which people use to communicate on a face-to-face basis. These
include:
· Intimate distance (0-2 ft.)
· Personal distance (2-4ft.)
· Social distance (4-12 ft.)
· Public distance (>12 ft.)
Chronemics
Chronemics refers to the study of how time affects communication. It is the study of
the use of time in nonverbal communication. Time perceptions include punctuality,
willingness to wait, and interactions. The use of time can affect lifestyles, daily
agendas, speed of speech, movements, and how long people are willing to listen.
Time can be used as an indicator of status.
What is public speaking?
Public speaking is everything! Whether talking to friends or delivering a speech, we
use our voice, mannerisms, and movements to share information, thoughts, ideas,
and emotions.
Public speaking, or the act of performing a speech in front of a live audience, is an
integral part of scientific communication. Your reason for giving a talk may
vary—whether you want to share your latest results with a broader audience, impress
potential employers, or educate children about science. However, in all of these
cases, it’s necessary to engage your audience and communicate your message
clearly.

Public speaking has two main components: content (what you say) and delivery
(how you say it). The content of your talk determines how impactful your talk can be,
and your delivery determines how impactful your talk actually is. Without a strong,
engaging delivery, you will lose your audience’s attention and fail to communicate
your content. In order to become an engaging speaker, it is necessary to practice
what you want to say and how you are going to say it.
Why is kinesics important in nonverbal communication?
The role of Kinesics is very important in non verbal communication, because
sometimes it acts as a substitute to words or oral language sometimes it may
accompany the words to make them more effective, or to modify it.
Kinesics cues are the nonverbal messages that we use to communicate through our
bodies. Examples of these movements include facial expression, gestures, posture,
and eye contact. They are an important part of communication because they can
convey a wide range of emotions and intentions, and they can often convey more
information than words alone.

For example, a smile can convey happiness, while a frown can display sadness. A
person's posture can demonstrate confidence or insecurity. Eye contact can convey
interest, while avoiding eye contact can convey disinterest or discomfort. These cues
can help us to understand how a person is feeling and can help us to respond
appropriately.

Kinesics cues are also important because they can help to reinforce or contradict the
words that we're saying. For example, if a person is saying they're happy but their
facial expression is sad, it might be difficult to believe them. On the other hand, if a
person is saying they're sad but their body language is positive, it might be easier to
believe that they're trying to stay positive despite their sadness.

Overall, kinesics cues play a significant role in communication and are an important
aspect of how we interact with one another. Understanding and being aware of the
following cues can help us to communicate more effectively and to build stronger
relationships with others.

Discuss Nuances and Modes of Delivery.

There are four main kinds of speech delivery- Impromptu, Extempore, Manuscript and
Memorized.

1. Impromptu Speech -An Impromptu speech is delivered at the spur of the moment
and is spontaneous. It is an unprepared speech, an example of which can be a toast
at a wedding or a reception party. Extempore Speech - An Extempore speech is a
style used in public speaking which uses an outline for the speech and some prior
preparation. It is a mix of spontaneous and prepared speech in the sense that the
speaker can change the speech as it goes. The speaker may speak using main points
or a brief outline.

2. Manuscript Speech- When a speaker reads from a prepared speech, using a

manuscript, the style of speaking falls under this category. The entire speech may be
read out from notes or printed material. An example would be a televised news report
which a teleprompter reads out during a newscast.

3. Memorized Speech- When a speaker delivers a speech by memorising it or

committing it to memory, it can be termed as a memorized speech. This kind of
delivery has its pros and cons. Such a speech may either appear effortless or not
very natural to the audience.

What are various ways to Improve Listening Skills?

1) Face the speaker and maintain eye contact.
2) Be attentive and relaxed.
3) Keep an open mind.
4) Listen to the speaker to picture the words that are being said.
5) Give the speaker regular feedback.
6) Practice active listening by being responsive and attentive.
7) When listening to someone talk about a problem, refrain from suggesting
solutions.
8) Wait for the speaker to pause before you ask questions to clarify their stance. Ask
questions to ensure understanding.
9) You can nod and show your understanding through appropriate facial expressions.
10) Pay attention to the non-verbal cues as well.

What do you mean by Reading comprehension.?

Reading comprehension is not just the ability to go through the text but also to
understand it. When a reader reads the text he/she makes a mental note of the
meaning of the text and then he/she tries to interpret it according to his/her own
perception.
Good comprehension needs different skills. Skills required for good reading
comprehension are as follows-
• Substantial vocabulary and background knowledge.
• Interpretation and inference skills
• A deep understanding of syntax, language structure and word connections and
word collocations.
• Understanding of the structure of the text.
• Ability for comprehension monitoring.

Reading-Reading is the process of analysing, understanding and interpreting the text.

Types of reading-The types of reading are given below-
1-Skimming- Skimming is the process of reading quickly in to get a general idea of
the text.

2-Scanning-When a text is read for some specific piece of information the process
involved in reading is known as scanning.

3-Churning-Churning means getting to the gist of the text. It is a combination of

interpretation and inference.

4-Assimilation -It means taking into account all the aspects of the text and then
interpreting it.
Techniques to improve reading-
1. Enhance vocabulary.
2. Cook up questions in the brain about the text you are reading.
3. Utilize contextual hints deduce meaning.
4. Focus on the key idea.
5. Summarize the text.
6. Break up the text that you are reading into smaller portions.
7. Shun all sorts of distractions.

Rising and Falling Intonation in Pronunciation.

Intonation means the rising and the lowering of the voice when speaking. In other
words, intonation refers to the voice rising and falling. Let's take a look at the
different types of intonation used with pronunciation.

Asking Questions Follows Two Patterns

Rising Voice at the End of a Question
If the question is a yes / no question, the voice rises at the end of a question.

Do you like living in Portland?

Have you lived here a long time?
Did you visit your friends last month?
Falling Voice at the End of a Question
If the question is an information question—in other words, if you are asking a
question with 'where,' 'when,' 'what,' 'which,' 'why,' 'what/which kind of..,' and
questions with 'how'—let your voice fall at the end of a question.

Where are you going to stay on vacation?

When did you arrive last night?
How long have you lived in this country?
Question Tags
Question tags are used to either confirm information or to ask for clarification. The
intonation is different in each case.
Question Tags to Confirm
If you think you know something, but would like to confirm it, let the voice fall in the
question tag.

You live in Seattle, don't you?

This is easy, isn't it?
You aren't coming to the meeting, are you?
Question Tags to Ask for Clarification
When using a question tag to clarify, let the voice rise to let the listener know that
you expect more information.

Peter isn't going to be at the party, is he?

You understand your role, don't you?
We aren't expected to finish the report by Friday, are we?
End of Sentences
The voice usually falls at the end of sentences. However, when making a short
statement with a word that is only one syllable the voice rises to express happiness,
shock, approval, etc.

That's great!
I'm free!
I bought a new car.
When making a short statement with a word that is more than one syllable (multi-
syllabic) the voice falls.

Mary is happy.
We're married.
They're exhausted.
Commas
We also use a specific type of intonation when using commas in a list. Let's take a
look at an example:

Peter enjoys playing tennis, swimming, hiking, and biking.

In this example, the voice rises after each item in the list. For the final item, let the
voice fall. In other words, 'tennis,' 'swimming,' and 'hiking' all rise in intonation. The
final activity, 'biking,' falls in intonation. Practice with a few more examples:

We bought some jeans, two shirts, a pair of shoes, and an umbrella.

Steve wants to go to Paris, Berlin, Florence, and London.