DICTATION

Dictation is an oral communication between

two persons (usually an executive and a
secretary). The executive speaks (dictates) a
message to the secretary, who transcribes the
spoken words into a Written message that is
to be sent to addressees.
 The person who can dictate messages
clearly and quickly saves time and money for
the employer, and who indirectly help build
company goodwill .On the other hand, poor
dictating habits result in confusions, errors,
costly damages, loss of company goodwill,
and damages the executives status.
Effective Dictation Requires
Preparation before Dictation:

Preparation before dictation requires the executive to

i. Know the purpose.
ii. Visualize the reader.
iii. Consider the secretary.
iv. Collect all facts needed for the contents of the message.
v. Prepare an outline, with main points on paper or in mind.
Good Dictating Techniques
i. Dictating in a language that possesses all the C qualities.
ii. Dictating from the outline (prepared in advance).
iii. Clear pronouncing.
iv. Clarifying the confusing words and figures e.g. E
may be clarified by saying E for
elephant and Sixty by six zero.
v. Spelling the unusual and confusing words and names.
vi. Giving instructions for number of copies, reference,
subject, ordinary or registered mail,
etc.
 vii. Dictating punctuations.
viii. Maintaining acceptable speed.
ix. Avoiding environmental disturbance.
x. Providing written material when there are tables of numerous
figures.
xi. Setting a time free from interruptions by telephone or callers.
xii. Developing and using simple abbreviations and code words, e.g.
SRM for send by
registered mail.
xiii. Dictating only the basic ideas (allowing the secretary to compose
the complete
message) when the message is of routine nature and the secretary has
adequate
information and ability.
FAULTS OF DICTATION

Lack of proper enunciation.

Lack of patient hearing.
Lack of care by the person giving dictation.
Lack of interpretation by the person getting
dictation.
PUBLIC SPEAKING
CHARACTERISTICS
Clarity:
The speaker should be clear in his ideas.
Have good command over language.
Length:
Neither too brief nor too long.
If its long it will fail to sustain the interest of
the audience.
If its too brief it may end before getting a hold
over the attention of the listeners.
Informative
If the speaker is repetitive and dwells at
length on the points already known to the
listeners, it simply bores the listeners who
would turn a deaf ear to whatever is being
spoken.
Interest:
Should be interesting.
Should appeal not only to the minds of the
listeners but also their emotions.
Wavelength of the audience
Should be in tune with the wavelength of the
audience.
Formal
Should not be too formal that the
personal touch is lost as if the personal
touch is missing the speech will go off
the heads of the listeners.
Concrete facts
Should always convey concrete facts rather
than vague ideas.
Planning and preparation of the
speech
Decide the purpose of the speech
Audience analysis
Searching the relevant material
Organizing the speech
Reviewing the speech
Delivering the speech
Creating an effective introduction
Attract the attention of the speech.
E.g. raise a question
Narrate a related interesting story
Open the speech with a striking quotation
Highlight the socking facts
Making the speech easy to understand
Repeat the crucial points
Incorporate summaries in the speech
Use especially strong transitions
Help audience to listen
Usage of Shorter and simpler sentences
Take care of visual elements
Dress up effectively
Ensure proper setting of LCDs and Laptops
Stand and move effectivel;y
Sound confident
Verbal elements of the speech
Keep most sentences short
Use active voice
Use proper vocabulary & pronunciation
Vocal elements of the speech
Speak with enthusiasm and sincerity
Ensure that the voice seems natural, soft and
sweet
Speak loudly enough to be heard
Vary the pitch of the voice flowing up and
down the scale from high to low and back
again.
Keeping the interest of the audience
Creating an effective conclusion
Appealing for action
Paying the audience sincere compliment.
Raising a lough
Quoting a fitting verse of poetry
Using a biblical quotation