Public relations

Public Relations

Submitted to:Prof. Soumaya Acknowledgement

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Any accomplishment requires the effort of many people and this work is no different. We would like to thank prof. Soumaya Bahadur for giving us an oppurtunity for doing the project toghether and for helping and guiding us in completion of the project.

We would all thank our parents and friends who have supported us and helped us in the project and constantly motivated us in doing the project. This was a new learning experience for us and will definitely help us in future.

Regardless of the source we wish to express our gratitude to those who have contributed to this work even though anonymously.

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Submitted by: - Group no.2

Group members

Sr. No.
1. 2. 3. 4. 5.

Name
Pallavi Bhandarkar Sanchita Gawade Afsha Ratansi Arun Shrivastav Moiz Pakitwala

Roll no.
04 08 19 38 33

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SR NO.
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12.

TOPIC
Introduction to dress code Factors for applying dress code Need for dress code Benefits of dress code Communication and body language Role of communication and body language Interesting body language manners Presentation Skills Use of Audio visual Aids Types of audio visual aids Conclusion Bibliography

PAGE NO.
57 89 9 12 13 14 14 15 16 23 24 25 26 27 28 31 32 38 39 40

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Dress Code, Body language and Presentation Skills in Public Relations (P.R)

DRESS CODE
A work dress code is a set of standards that companies develop to help provide their employees with guidance about what is appropriate to wear to work. Work dress codes range from formal to business casual to casual. The formality of the workplace dress code is normally determined by the amount of interaction employees have with customers at their work location. These sample work dress codes include business casual, business casual for manufacturing, casual, and formal work dress codes. In a society where it is the norm for men to wear jeans that show their boxers and women to display their belly buttons with pride, having a dress code in the workplace is a necessity to insuring the proper degree of integrity and professionalism. Some may feel that dictating what employees wear is discriminatory, but as long as there is consistency, the employer has every right to insist that employees dress in a manner that will set the right standard for the company. When a company has a dress code, the overall appearance of the employees looks neat and uniform. In companies where the employees are not dealing with customers, this may not be quite so important, but it will never hurt the company for employees to look neat and professional. When things look organized, it actually helps the employees to be organized. Dress codes can also promote safety and hygiene in the work place. For example; in an environment where the employee will be working with heavy equipment, such as in a warehouse or stock room, the employer might require all employees wear steel toed boots to protect their feet from heavy materials that could fall on them. It's considered a dress code because it is required of everyone, and it keeps employees safe from harm on the job. Another example of a dress code that promotes hygiene would be for restaurant employees to all wear hats or hair nets. It's important to remember that dress codes don't

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necessarily mean the whole outfit. A certain type of shoe, such as closed toed shoes in kitchens, can be considered a dress code. A dress code only means that everyone is wearing the same item or type of item. Creating a dress code eliminates the guess work for employees. Everyone has different ideas of what is professional and even more so what is appropriate. By telling employees what the company considers to be professional saves them the trouble of having to decide and then potentially being sent home to change if they are wearing the wrong type of clothing. What an 18 year old girl considers to be professional can be very different than what her 50 year old boss might have in mind. By having a standard set, there is no risk of an employee making a poor decision in what is deemed professional attire. One of the best benefits for employees are that dress codes make life easier, especially if the company provides uniforms for employees. There is less searching through the closet to figure out what to wear, and it can be much less expensive. Often companies, such as hotels and restaurants, will provide uniforms and not charge employees, or at the very least, provide the first set as well as pay for dry cleaning. Although it may be frustrating in some ways for employees to not be able to dress in a certain way in the workplace, there are benefits to both company and employee in having a set dress code. Whether the code be rigid or more lenient, having any kind of structure will help the company to run more professionally and present a more professional picture to customers, as well as promote comfort and safety, which should always be the ultimate goal. Dress codes in the workplace are needed in order for the employees to know who are the workers and who are the managers. The simple dress code is to be able to identify on an internal basis in the case of factory production and office workers. The dress code to companies employing customer facing employees and line managers are in a different avenue as the dress code provided by workers gives the customers a good impression that the employee is wearing the correct uniform and is tidy and clean. The reputation stakes are important in dress code standards. The benefits of having a dress code for employees themselves are that the employers meet the bill of providing a suitable standard company uniform which means that the employee does not have to go out to buy a pair of trousers and other apparel. For an employee to be seen wearing uniform usually does not make a difference to

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themselves unless the uniforms are from a high class retail store or perhaps at a prestigious car dealership. Also from an employers point of view, quality in dress codes is important in building a good reputation with other stakeholders of the company. Customers do not want to be seeing scruffily dressed workers in offices and in retail stores. The costs of lost sales associated with employees not following company procedures, and if the company itself has no dress code rules also loses out. People waking up to go to work want to feel motivated and encouraged by the dress codes in place at the workplace as a well dressed team is much better than going to work and the company not applying the dress code rules properly. For the image internally and externally is much stronger if all comply and suitable strategies by management are involved in effectively monitoring workforce standards which of course involves wearing the correct uniform. The dress code practice also instills a quality code standard by implementing such rules. The dress codes are enforced to create good work related efficiency and best practise. The method for giving employees uniforms is that the employees are responsible for the uniforms cleanliness and also usage. The employees also have to return the uniform upon leaving their employment with the company. All employees are more recognisable in the workplace and most staff have to wear a name badge, so that in the case of a customer complaint or a dispute the customers can record the name of the member of staff that they had spoken to.

Factors for applying dress code in the work place There isn't one dress code that is right for every job. So, when considering what dress code to apply in your workforce, you need to consider a number of factors. These include:

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1. Are your staff customer facing? If they are, then there may may good reasons to have them wear a uniform. For example, if it's a retail outlet, the uniform helps customers quickly to differentiate between staff and other customers. Additionally, you will want to present a professional image. Having a staff member wearing a shirt with an FCUK slogan emblazoned on it is perhaps not the image you want to present, or a football shirt!
2. Are there environmental or health and safety factors that need to be considered?

We think of a helmet as part of a fireman's uniform. It's safety that informs the decision to include the helmet with the uniform, but management then determine that all helmets must be the same colour; again adding that touch of professionalism. Similarly, if you have staff working in hot or cold environments, this will influence the options that you make available in terms of clothing.

3. Will it increase productivity? Many companies like banks used to insist that all male staff, even non customer facing ones, should wear a suit and tie. Many senior managers resisted the trend of smart casual dress code, fearing that it would reduce standards and lead to reduced productivity. Smart casual has now become fairly well entrenched, so has it led to a decline in productivity? Well, just look at bank profits for the answer to that one - they keep making more money! This last point highlights is that productivity and performance is not necessarily highest when you insist on the highest levels of dress code smartness. Sometimes staff work better when they are allowed to wear clothes that they feel,comfortable in. So, you need to get the balance right between what's needed to maintain a professional appearance and what will make your staff happy and lead to the highest levels of performance. And don't forget those health and safety considerations.

Need for implementing a dress code?

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In libraries with a great deal of interaction with the public, image is very important. Many people will be turned off by staff members who dress sloppily or wear clothing with potentially offensive images or words. This type of dress can also have a serious negative impact on employee performance as well. If a coworker proves to be a distraction, the other employees will have a hard time concentrating on their work. In a library where the staff only interact with other employees of the same company, improper attire can project a negative image as well. If the library staff does not dress as well as coworkers, there will be some resentment. At the very least, the library staff needs to dress as well as the users of the library in a corporate setting. If there are problems with a particular employee dressing badly or not maintaining proper hygiene, the option of setting a dress code for all staff members is an easy, non-confrontational way of solving a problem. Many librarians have an aversion to possible conflict in the workplace and want to avoid any possible altercations. While this is not an optimal stance for a manager to take, we must face the fact that this is so. It can be said that establishing a dress code is an overreaction or a show of cowardice in this situation, but it can be a relatively pain free method of dealing with this problem as well as eliminating this predicament in the future. What do we need our employees to wear? Above all, the employees need to be neat. The dress may be casual or more formal business attire, but this is something that will vary greatly from setting to setting. In Trinity UniversitysElizabeth Huth Coates Librarys dress code, there are not specifically banned articles or manners of clothing, but there is the excellent summation of proper attire: "Dress that is extremely casual could be interpreted to mean that we dont care." Before creating the code, seek input from upper management and perhaps the user group you serve. They will probably be more than happy to tell you how they would like to see the library staff dressed. Remember, though, to take this advice with a grain of salt and sift through the feedback carefully. Some things that dress codes routinely ban include:

tank tops, halter tops, or muscle shirts clothing with foul language or obscene images

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torn clothing sweat pants or sweat suits hats

If the library serves a corporate setting, the library staff should at least dress as well as those they serve. Dressing more casually than your users causes some resentment of the library staff, and any good manager knows that support from within the organization is key to the librarys success. Dress Codes for employees Its very important that employees sign in neat for work. They might opt for casual or formal business attire, but this is something that will vary greatly from setting to setting. Some things that are completely against dress codes are: Clothing which has an abusive and foul language Tank tops, muscle shirts or halter tops Wearing torn jeans and tops Hats or caps Wearing sweaty pants or sweat suits What things should employers keep in mind at the time of deciding a dress code? Dress codes have to be reasonable depending on the type of work. At the time of developing a dress ode the employer should ensure that they are: Job related Not treating one sex less favorably than the other Not treating one race less favorably than the other Its very important that the employer communicates these dress codes to the employees, for them to follow.

The elements of the code must fall in line with federal anti-discrimination and disability regulations.

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Be aware of possible conflicts with federal laws while you work on your dress code. Some things that you may not think of that your library would ban would violate anti-discrimination or disability laws. This would include:

Banning ponytails or earrings for men while allowing women to have them Banning facial hair or headwear. This violates some religious beliefs. A ban on facial hair can also be seen as discriminatory towards males who have problems with shaving due to extremely sensitive skin. This is a condition that affects more African-American men than white, so it could also be a racial discrimination issue. Requiring women to wear skirts.

If you have specific concerns about what to wear and what not to wear, address those concerns specifically in the text of your policy. In other words, put everything in writing. You will save yourself countless headaches from challenges and interpretations of the dress code if you are very specific on potential problem issues. Many libraries are vague in their dress code statements, allowing employees leeway in what they wear, but this causes confrontations when there is a difference in interpretation of the rules. Take a look at the web pages below for some examples of specific policies. Again, go through the procedure of determining what is appropriate for your situation. If there are recurring problems with employees wearing a particular sort of improper attire, address this in the dress code. Keep in mind that many of your employees will object to rules that require them to completely revamp their wardrobe. Dress policy should not completely change the manner of dress in the library, but rather reinforce already existing standards. If you suddenly decide that every library employee must wear business suits instead of casual shirts and slacks, you may find yourself having to restaff the library. Make sure that all new hires read and understand the code. When you hire a new employee make them aware of the policy. You will avoid future conflict this way. Make the dress code a part of the orientation process for new employees.

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Seek employee input as well as managements viewpoint. If your staff plays a part in creation of the dress code, implementation of the code will be a much more positive experience. Any time employees are allowed to help create the rules it makes them feel more a part of the company and improves morale. You may want to select one or two employees to serve on a committee that will create the code, or simply poll the employees on what they would like to see in such a code. Ask them what types of clothing they think is inappropriate for the job, and what is suitable. Do not forget to get input from your users and your supervisors. They do play a major part in deciding what is appropriate for the library staff since they are the people that deal with the staff on a regular basis.

Benefits of dress code

There are several benefits of setting a dress code for the workplace; whether your "workplace" is a corporate office or garage. An actual uniform is not really required for most workplaces. There are places they are effective; like when you want to be able to tell a doctor from a janitor or a police officer from the criminal. But, most workplaces don't require that level of differentiation. Setting a dress code benefits the company by: 1) Sets the "tone" of the company:

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A law office with all the lawyers and associates wearing suits and formal business attire is viewed as being professional and able to handle court cases. A law office with everyone wearing golf shirts and slacks is viewed more as one that conducts most of it's business outside of a courtroom; which may be fine if you need a business contract drawn up; but, not if you have been arrested for a murder charge. How the public perceives your company is important to the type and amount of business you will do. 2) Safety issues: If your people work around machinery that a tie could get caught in, ties are not appropriate. The same is true of jewelry, belts, scarves, and long hair. Footwear - the type of walking surface, obstacles, and other potential hazards need to determine the type of footwear permitted. Your secretary may look great in heels; but if her office is up a flight of stairs in a warehouse, they can be hazardous to her health and your workman's comp rates. 3) Distractions: When the dress code is clear, it can reduce distraction caused by the guys trying to look up that really short skirt and the ladies making "catty comments. Or, the guy whose pants are sooo tight they look like they were painted on. This means people are more likely to be working or discussing work than chatting about what their coworkers are wearing to work "this time". 4) Reduces employee confusion: A clear dress code means they don't have to wonder "what" to wear or whether something would be appropriate to wear to work. It either meets the dress code requirements or not. If not, they know to wear it other places, home, party, etc. So, as you can see, it makes good sense to have a dress code and it benefits your company.

COMMUNICATION AND BODY LANGUAGE

Q) Typically what percentage of communication is made up from the body language of the speakers? I've heard 55%. Is this reasonable?

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The percentage that you have quoted is basically correct, but isnt always relevant to all modes of communication.The figure 55% comes from some research that Albert Mehrabian undertook in 1971, the results of which are still often quoted today. Mehrabian basically came to the conclusion that communication, on a face-to-face basis, is thought to consist of three separate elements:

Words (what is actually said) Tone of voice (how we say the words) Body Language

All three of these elements can be conveyed at the same time to express an overall message. Often, the tone of voice and body language are combined to become the most powerful form of communication. However, body language which forms a large part of non-verbal communication is often used on its own, and is thought to be one of the most telling modes of communication. Through his research Mehrabian also surmised that proportionally, the three elements were not of equal importance. He claimed that in face-to-face communication, the majority of what is put across is portrayed through non verbal communication:

Words (the literal meaning) account for 7% of the overall message Tone of voice accounts for 38% of the overall message Body Language accounts for 55% of the overall message

Therefore, through face-to-face communication, the nonverbal communication becomes the most powerful mode of communication when conveying feelings or attitudes e.g. I like this, I dont like this. It is much more likely, therefore, to be the primary indicator. For instance, imagine that a man and a woman are having a blind date. The man asks the woman if shes enjoying herself. The woman isnt enjoying herself at all, but wants to be polite, so she says yes, Im having a really nice time. The literal meaning of the words she uses conveys that she is enjoying herself. The tone of voice she uses in conjunction with the words may, however, betray the words shes speaking. Her closed, awkward body language may also express that shes not enjoying herself. So the two non-verbal communication elements may give away the fact that she isnt having a very good time, despite saying she is. However, its worth noting that Mehrabian has since noted Unless a communicator is talking about their feelings or attitudes, these equations are not

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applicable. In essence, the 7% figure can be misleading as it could imply that the words we say are of relatively little importance. This isnt the case - the above equation is only really relevant when the words we are saying are at odds with the body language or tone of voice were using.

The Role of Body Language and Communication The role of body language is intricate to say the least. It works in conjunction with verbal aspects of communication to create a sometimes blunt, sometimes nuanced message. The sender and receiver each have a role to play, and if their interpretation or perception of each others message differs at all, the communication becomes muddled at best and downright conflicting at worst. The Functions of Body Language Within Communication As difficult as it is to prise apart the functions of verbal and non-verbal communication, researchers have over the years been able to identify some basic functions of body language within the communication process. These functions generally fit within one of several general categories:

Regulating Substituting Conflicting Accenting/Moderating Complementing

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Repeating

The categories may seem very formal and even scientific, but once you look at them in a little more detail they begin to make much better sense. A Closer Look at Each Category 1. Regulating Body language serves the function of pacing and regulating communication. For instance, in a group of people, there are a number of non-verbal cues that are used to indicate when one person is finished speaking and it is another persons turn. 2. Substituting Sometimes body language is used to replace verbal communication. For instance, if you are caught in a conversation with someone who just keeps talking and talking, its difficult to come out and tell that person youre tired of the conversation. Instead, you might substitute body language such as glancing away, stepping away, etc. 3. Conflicting Your body language may say something different from your verbal communication, and when that happens its said to be conflicting. For instance, if you tell your boss her presentation was terrific but you have trouble making eye contact when making that statement, your body language is saying something opposite from your words. Most people tend to believe body language over verbal communication when the two are in conflict. 4. Accenting/Moderating This type of body language emphasises, accentuates, softens, or otherwise enhances your verbal communication. You might point your finger to direct attention to the subject of your words, or you might reach out and touch the hand of a child whom you are correcting or disciplining. 5. Complementing This category is similar to conflicting, but with a few slight differences. You might use body language in an effort to support or add credibility to your words, and if that body language is seen as genuine then the overall message is strengthened. If the body language is perceived as fake or misleading, however, then it moves into the category of conflicting. 6. Repeating This kind of body language is used to repeat what youre saying verbally. For instance, if you tell your child to open up the door, you might also point to the door as a way of repeating the verbal direction.

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Body Language and Communication in the Real World Its easy to pick apart specific examples of body language and communication in ways that clearly demonstrate one particular element or component. However, in the real world it is seldom that clear cut or precise. Think about the last time you went on a date, or went shopping, or attended a wedding ceremony, or participated in a parent/teacher conference. Body language has a huge influence in all of these real world situations, and in many different ways. The best way to become more attuned to the role of body language in communication is to constantly observe, both yourself and others, paying close attention to the cues that communicate louder than words. Body Language in the Business World Many aspects of body language are integral to success in the business world. From the way you interact with co-workers to the way you interact with customers and beyond your body language is one of the most powerful and influential communication tools at your disposal. Its reasonable, then, to learn all you can about enhancing your body language to enhance your success in the business world. Body Language and Business Meetings If you work in the business world, then you probably spend a fair amount of time in meetings. Staff meetings, sales meetings, planning meetings, project meetings, budget meetings, committee meetings, department meetings, group meetings the list could go on and on. Regardless of the type of meeting youre in, quality communication is an integral part of your participation. Thats why its so important to consider your body language as part of your communication activities. Your body language has a powerful influence on how you are perceived before, during, and after a meeting. Here are just a few of the ways in which your body language affects communication in meetings:

Where you sit Whom you sit with Whom you dont sit with How you sit Whether you should even sit at all What you do with your hands
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What you do with your arms What you do with your legs Eye contact Overall body position

Many people are surprised at just how many things are on this list and often discount some of the importance. Research clearly supports the idea, however, that body language is an important part of communication in meeting situations. Seating Arrangements Lets start with something very basic seating arrangements. Your choice of seat is important, both in terms of where you sit at the table and where you sit in relation to others. For instance, the person at the head of the table is generally perceived as the leader, so if your manager usually sits in that chair its probably not a good idea to take that seat for yourself. With the leader seated at the head of the table, there is a progression of perceived power thats related to how close each seat is to the leaders set. The closer you sit to the leader, the more powerful and credible you are perceived to be. Some leaders make a conscious choice to sit along the side of the table rather than at the head of the table as a way to create a more relaxed atmosphere, but in general the seats closest to the leader are still perceived as being the most powerful. What about others in the meeting? Theres that one person with whom you constantly disagree, or that other person who talks constantly and annoys you. How should you handle seating arrangements in these situations? When you find yourself consistently disagreeing with or feeling annoyed by someone, it helps to take a seat thats not directly across from that person. This head-on positioning is confrontational and sends a very aggressive message. Instead, try sitting diagonally from that person, or even right next to that person. Do this for several meetings and you may start to see some changes in the tone and nature of your interactions with that person. Posture and Body Position in Meetings Take a look around about halfway through your next staff meeting and take note of the different postures and body positions of others in the meeting. Chances are youll be able to read their thoughts very clearly, such as their level of interest, their

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agreement/disagreement with the topic at hand, and the like. And of course, others can read your body language as well. So what should your posture and body position be? In general, your posture should be upright but not stiff. You dont want to slouch, but you also dont want to sit at what looks like military attention. Stay relaxed and even lean forward a bit, as long as you dont lean so far forward that your arms are sprawled on the table itself. Its okay to keep your arms on the table without leaning on them, keeping an open body position and perhaps resting your fingers lightly together. If you have papers or anything else on the table in front of you, dont play with them. Finally, if you gesture with your hands when talking keep them controlled and contained, preferably no higher than your chin level. If at any point youre not sure about your own body language in meetings, recruit a trusted colleague to observe you and provide feedback. It might feel a bit awkward, but its worth it to make your body language as effective as possible.

Questionnaire 1. In Bangladesh, is the thumbs up sign a signal of something good or an insult? 2. Shaking hands is an accepted form of greeting in America and Britain, but should one shake a Saudi Arabian womans hand upon meeting her? 3. In what countries is the A-Ok gesture considered to be an affront, equivalent to using the middle finger? 4. Is it offensive in the Middle East to point at someone with the index finger as if to call them to come to over? 5. In Europe, the V sign can be changed from meaning victory to meaning shove it by simply doing what? 6. A smile always means the person is happy, right? 7. In what countries does nodding the head up and down mean no? 8. In what culture is it considered offensive to touch the top of ones head?

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9. In American and Britain, when place the hand up with palm towards someone means stop. What does it mean in Asian cultures? 10. Is putting hands on hips a sign of confidence? 11. What countries consider eye contact to be offensive? 12. What countries require the most amount of personal space? 13. In what countries are the feet considered unclean and showing the heels considered insulting? 14. In what countries is slouching considered to be rude? Answers: 1. It is considered to be insulting. The thumbs up gesture is also considered rude in Nigeria and Sydney, Australia. 2. No, the touching of a Saudi Arabian womans hand by anyone other than her husband is against the Sharia Laws and considered immoral. 3. The A-Ok gesture is considered offensive in Brazil and most Latin American countries, Germany, and Austria. In France it means zero and in Japan it means money. 4. Yes. It is also considered an insult to do this in Portugal, Spain, Latin America, Japan, the Philippines, Indonesia, and Hong Kong. If the index finger must be used to call someone, make sure the palm is down as that is more acceptable. 5. By turning the palm toward oneself. Palm out means victory, palm in means shove it. 6. Not always. The Japanese often smile when they are confused, angry, or even embarrassed. 7. Bulgaria and Greece.

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8. In Asian cultures, particularly Southeast Asia. This is because it is believed that a persons soul or spirit resides there. 9. It means to ask permission to speak. 10. It is in American and Britain, however, in some Asian countries is it seen as a sign of arrogance. In Mexico, it is seen as a sign of hostility. Putting ones hands in the pockets in Indonesia is considered rude. 11. In most Western cultures, eye contact is considered a good thing, but in Japan, Latin American countries, and the Caribbean, direct eye contact is considered disrespectful. 12. Americans definitely like their personal space, but Germans and Japanese require even more. Personal space it not as important to those from China, France, Latin American countries, and Saudi Arabia. 13. Middle Eastern countries, China, Japan, Russia, Taiwan, and Korea consider the feet to be dirty and the heels of the feet should never be shown to another. 14. Germany, Sweden, and China consider slouching to not only be rude, but also a sign of poor manners. For people that travel quite a bit or live in a multi-cultural community, understanding body language and gestures from other countries and cultures can be very important. Without that knowledge, unintentional miscommunication is possible. Body Language at Job Interviews Interviewing for a job can be a very stressful process. From the time you are first invited to the interview all the way through to the post-interview follow up your mind is in constant motion. Throughout this process, body language is an important part of your preparation and execution of an outstanding interview.

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Body Language During an Interview Much has been written about body language and non-verbal behaviours during an actual interview. Experts from across many disciplines are full of advice and guidance on just how to present yourself in the best possible light using conscious body language choices. While many of these experts claim to have the secret system for making the most of an interview, the reality is that most of them focus on a few general categories of non-verbal behaviours that consistently have the greatest effect during a job interview.
Entering the interview location

Your walk should be active and confident, but not arrogant or cocky. Keep your shoulders upright, head up, and make eye contact with the people around you. Maintain a positive facial expression and be assertive about shaking hands and greeting people to whom you are introduced.
During the interview

Sit in an upright and attentive posture thats open and relaxed. Never let your shoulders slump or your head hang down, but rather keep your head up and make eye contact with the interviewers. Dont fuss or shuffle around any papers or notes you have in front of you, and dont lean your arms heavily on the table. Keep your body position open and make eye contact while listening to and answering questions.
Leaving the interview location

No matter how you feel about your performance during the interview, carry yourself with confidence and poise as you leave the interview location. Be assertive about shaking hands and making eye contact as you say goodbye, and keep your body posture upright as you walk all the way until you reach your car.

Body Language and Follow Up to an Interview Once the interview is finished and youre into the follow up process, dont let your body language go by the wayside. Sit with an upright and confident posture as you write thank you notes to the interviewers, and keep a positive facial expression whenever you speak with someone on the phone. Believe it or not, your tone of voice is strongly

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affected by your facial expression and body position, so pay attention to your body language even as youre talking on the telephone. Remember, the more you make positive and confident body language a part of your daily life, the more it becomes a habit that goes with you wherever you go. If you have a firm habit of solid body language as a daily practice then you dont have to worry about it or think about it nearly as much when you go to your next interview. It becomes a natural and normal part of how you present yourself, allowing you to focus more directly on communicating your qualifications and suitability for a potential job.

Interesting Body Language Features From Other Cultures You may occasionally hear the phrase the world is getting smaller. Indeed, the Internet, increased air travel and trade links between countries can all be cited as contributory factors in this age of globalisation. More than ever it has never been so important to learn and understand the difference in body language between cultures. You might be surprised to learn that small everyday gesticulations in western culture may be perceived as rude and ignorant in other cultures. Similarly, certain aspects of body language in other cultures may seem overly familiar or invasive to those that are more reserved. Pointing In the western world, we often point at things to help explain a point. Although it is sometimes considered rude to point directly, a general point with the forefinger at an inanimate object is fine. However, in many Asian countries, such as

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China, pointing with the forefinger in public is considered quite rude. The alternative is to gesticulate towards the point of interest with an open palm that faces upwards. The Right Handshake The way you meet and greet someone is perhaps one of the most diverse body language practices in the world. Where you come from will often determine the way that you greet a person. In the western world, handshakes between men and women are of course the most widespread form of greeting. In less formal circumstances, hugging and a kiss on the cheek are also commonly practised. This also tends to be the case now for many Middle Eastern, African and Asian countries, particularly in business situations. But again, certain social etiquette will come into play for instance in a strict Muslim culture, kissing a woman in public, especially if she is unmarried, would not be acceptable. A man would only shake hands with a woman if she offered him her hand first. There is also more emphasis placed on using the correct hand in Muslim and Hindu society. The left hand is considered unclean, so practices such as handshaking and eating are only ever performed with the right hand. Bowing The historic act of bowing is still very much in practice in places like Japan, China and Korea. These countries are steeped in a culture where respect for elders and those in authority is of the utmost importance, and are sometimes regarded as the most reserved cultures in the world. In the western world, direct eye contact is seen as a sign of strength and interest in many Asian countries it is perceived as rude. However, did you know that bowing can vary between different cultures and regions? The way you bow can also depend on the social situation and the reason you are bowing. For instance, the way you bow when greeting someone can be different to a bow of apology or thanks. In the western world, direct eye contact is seen as a sign of strength and interest. But in many Asian countries it is perceived as rude, so there is no direct eye contact when bowing. In Japan, eye contact is generally not direct when in conversation a person will tend to look towards the collar area instead. Misunderstood

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There are certain body language acts that many westerners might not even consider to be rude abroad. For instance, biting your thumb in Italy is considered rude, but Italians may not realise that sitting with the soles of your feet on show in the Middle East would be seen as highly disrespectful. Likewise, someone from the Middle East may not realise that greeting a member of the same sex with a kiss on both cheeks would be deeply inappropriate. A Muslim person believes that bowing is only appropriate in worship. A Chinese person may not realise that a British person would consider their more relaxed attitude to spitting in public very bad manners, and a British person may not consider that making the OK sign with the index finger and thumb in Brazil would be seen as highly offensive. If you intend to travel abroad, it is always worth researching the social etiquette of your destination. Religion, social standing, gender and the region can all affect what is considered appropriate, what is normal and what is expected. A little effort in understanding other cultures in this way can prove invaluable with ensuring a successful and enjoyable experience.

PRESENTATION SKILLS AND USE OF AUDIO VISUAL AIDS

The purpose of this discussion is to provide basic, comprehensive information to assist you in developing effective presentations. The use of visual aids, coupled with good public speaking skills, work hand-in-hand to create effective presentations. Your speaking style and stage presence are personal talents that you can refine with much practice and experience. Each aspect of effective presentations, however, could not be detailed in this discussion. Instead, much emphasis is given to visual aids which are essential to all successful presentations. DESIGNING THE PRESENTATION There is no secret to developing an effective presentation. Establishing your objectives, planning and organizing your material, and using appropriate visual aids are the essential ingredients. The recipe for effective presentations calls for all three ingredients, and you must use them in the order in which they are presented here. By establishing your objectives first, you can prepare material that supports each objective.

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The use of visual aids will move you further along toward your objectives by illustrating and emphasizing your ideas more effectively than words alone. Let's begin, then, at the beginning: As you start to design your presentation, you must ask yourself, "What do I want to accomplish by making this presentation?" Establishing the Objectives For any successful presentation, you must know your objectives. It is these objectives that drive your presentation and move the audience to your end goals. Your end goals may be that the attendees take a particular action, adopt a new perspective, or respond to facts and information. Establishing these goals requires careful planning. The key to designing your presentation is determining these objectives. After all, they become the foundation upon which your content, organization, and visual aids are built. Establishing the objectives for your presentation requires an analysis of your own goals, as well as your audience's needs and expectations. By considering the nature of your audience, you can more easily determine what you will present and how you will present it. An audience analysis will enable you to:

Select appropriate points of emphasis in your presentation Develop a useful level of detail Choose and prepare appropriate visual aids Create a tone that is sensitive to your audience's circumstance

Your presentation will ideally form a bridge between something you have and your audience wants. Let the audience analysis influence the form of information presented so you can create this bridge. Planning and Organizing Your Material When you have determined the characteristics of your audience, then you are ready to plan and organize your material. The tips listed below will assist you in tailoring your approach accordingly. Keep in mind that the use of visual aids will help to produce effective one-way or two-way communication. Many factors are involved in choosing these visual aids, and the type of interaction you want to develop with the audience will influence your choice. Planning Your Material

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Do not wait to prepare your presentation while on you way to the training session. You cannot do your best at presenting or persuading by "winging it." At a minimum, prepare an outline of goals, major issues to be discussed, and information to be presented to support main themes. Limit content to your major point and no more than five key supporting points. Analyze your audience. Prepare your content considering such things as whether they are likely to be friendly or unfriendly, lay or technical in their background, and whether they want only to listen or to respond and contribute. Select appropriate visual aids and a presentation style that will be effective in the physical setting for your training session.

Organizing Your Material When organizing your material, consider an "old chestnut" of public speaking - "Tell 'em what you're going to tell 'em; tell 'em; and tell 'em what you told 'em." This recommendation:

Recognizes the importance of reinforcement in adult learning Completes the communication for the listener Informs people who arrive late of what they missed Recognizes the importance of organization, highlighting, and summarizing main points for the audience Serves to clarify main themes for the audience at the end of the presentation

Using Visual Aids

Visual aids help your presentation make things happen. Visual aids help you reach your objectives by providing emphasis to whatever is being said. Clear pictures multiply the audience's level of understanding of the material presented, and they should be used to reinforce your message, clarify points, and create excitement. Visual aids involve your audience and require a change from one activity to another: from hearing to seeing. When you use visual aids, their use tends to encourage gestures and movement on your part. This extra movement reinforces the control that you, the speaker, need over the presentation. The use of visual aids, then, are mutually beneficial to the audience and you.

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Visual aids add impact and interest to a presentation. They enable you to appeal to more than one sense at the same time, thereby increasing the audience's understanding and retention level. With pictures, the concepts or ideas you present are no longer simply words - but words plus images. The chart below cites the effectiveness of visual aids on audience retention.

People tend to eye-minded, and the impacts visual aids bring to a presentation are, indeed, significant. The studies, below, reveal interesting statistics that support these findings:

In many studies, experimental psychologists and educators have found that retention of information three days after a meeting or other event is six times greater when information is presented by visual and oral means than when the information is presented by the spoken word alone. Studies by educational researchers suggest that approximately 83% of human learning occurs visually, and the remaining 17% through the other senses - 11% through hearing, 3.5% through smell, 1% through taste, and 1.5% through touch. The studies suggest that three days after an event, people retain 10% of what they heard from an oral presentation, 35% from a visual presentation, and 65% from a visual and oral presentation.

The use of visual aids, then, is essential to all presentations. Without them, the impact of your presentation may leave the audience shortly after the audience leaves

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you. By preparing a presentation with visual aids that reinforce your main ideas, you will reach your audience far more effectively, and, perhaps, continue to "touch" them long after the presentation ends.

Tips on Preparing Visual Aids

Start with at least a rough outline of the goal and major points of the presentation before selecting the visual aid(s). For example, a particular scene or slides may trigger ideas for the presentation, providing the power of images. Do not proceed too far without first determining what you want to accomplish, what your audience wants to gain, and what the physical setting requires. Each element of an audio-visual product - a single slide or a page of a flip chart presentation, for example, - must be simpleand contain only one message. Placing more than one message on a single image confuses the audience and diminishes the potential impact of visual media. Keep visual aids BRIEF. Determine the difference between what you will say and what the visual aid will show. Do not read straight from your visuals. Ask the audience to read or listen, not both; visual aids should not provide reading material while you talk. Rather, use them to illustrate or highlight your points. Give participants paper copies of various graphic aids used in your presentation. They will be able to write on the paper copies and have them for future reference. Assess your cost constraints. An overhead transparency presentation can always be used in a formal environment if 35 mm slides are too expensive. Account for production time in your planning and selection process. Slides must be developed, videotape edited - you do not want to back yourself against a wall because the visuals are not ready. You can often get production work done in 2448 hours, but it is much more expensive than work that is done on an extended schedule. Use local photographs and examples when discussing general problems and issues. While a general problem concerning welding safety, for example, may elude someone, illustrating with a system in use at the site can bring the issue home. Use charts and graphs to support the presentation of numerical information. Develop sketches and drawings to convey various designs and plans. When preparing graphics, make sure they are not too crowded in detail. Do no over-use color. See that line detail, letters, and symbols are bold enough to be seen from the back of the room.

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Do not use visual aids for persuasive statements, qualifying remarks, emotional appeals, or any type of rhetorical statement. If you have handouts, don't let them become a distraction during the presentation. They should provide reinforcement following your address. Consider giving them out after the presentation, unless the audience will use them during the presentation or will need to review them in advance of the presentation. Practice presenting the full program using graphic materials so you are familiar with their use and order. If you use audio-visual materials, practice working with them and the equipment to get the timing down right. Seek feedback on the clarity of your visuals and do so early enough to allow yourself time to make needed adjustments.

The question of what to use and how to choose is an excellent one. The next several pages will help you answer this question by identifying the advantages and limitations of each type of visual, as well as the development techniques required in preparing each. By looking at these pros and cons, you can more easily decide what will work best for your presentation.

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Flip Charts Flip charts are quick, inexpensive visual aids for briefing small groups. The charts, felt-tip markers and graphic materials are readily available, and with a modest ability at lettering, the presenters can compose the desired visual aid in-house. Flip Charts:

Help the speaker proceed through the material Convey information Provide the audience with something to look at in addition to the speaker Can be prepared prior to, as well as during, the presentation Demonstrate that the speaker has given thought to his or her remarks Can be used to record audience questions and comments Can be converted to slides

Limitations:

May require the use of graphics talent Are not suitable for use in a large audience setting May be difficult to transport

When Developing Flip Charts:

Each sheet of paper should contain one idea, sketch, or theme. Words, charts, diagrams, and other symbols must be penned in a large enough size to be seen by people farthest from the speaker. In general, make each letter at least 1/32" high for each foot of distance from the material. For example, a 1-inch letter is legible from 32 feet, and a 2-inch letter from 64 feet. Divide the distance from the back of the room to the visual by 32 to determine the minimum size of letters. Use block lettering, since it is easiest to read. Use all capital letters, and do not slant or italicize letters.

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Use and vary the color. Also, check from a distance to make sure the color works well and is not distracting. Overhead Transparencies

Overhead transparencies are useful for audience settings of to 50 people and can be produced quickly, easily, and inexpensively. Any camera-ready artwork, whether word charts, illustrations, or diagrams can be made into transparencies using standard office paper copiers.

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Most manufacturers of paper copiers offer clear and colored acetate sheets that run through copying machines like paper, but transfer a black image into acetate for use as overhead transparencies. The standard transparency size is 8=" x 11''. The only piece of hardware required is anoverhead transparency projector. Overlay transparencies provide a good cumulative presentation. Speaker can use an overhead projector with significant light in the room, thereby enabling the speaker to maintain eye contact with the audience.

Limitations:

The projected image size is sometimes too small to be seen from the back of a large room. Often, the image does not sit square on the screen, as the head of the projector is tilted to increase the size of the image. It is difficult to write on the transparency while it is on the projector. Sometimes the projector head gets in the audience's way. Some speakers feel captive to the machine, because they must change each transparency by hand.

When Developing Overhead Transparencies:

To add color, simply cut a piece of colored acetate gel, available at art stores, to the shape and dimensions needed to highlight a particular part of a transparency. The second (or third) color is taped to the edges of the transparency with clear tape, or glued over an area with clear invisible adhesive such as spray adhesive. Permanent and/or water-soluble ink color marker pens are available for use in hand-coloring parts of an overhead transparency.

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Overhead transparencies can be developed during a presentation by marking on acetate sheets with water-soluble or permanent transparency pens. The same approach can be used to add information to existing transparencies. In both cases, a damp tissue can be used to wipe information off a transparency that has been marked with water-soluble ink. When removing a transparency from the machine during the presentation, slide the next immediately underneath it to achieve a smooth transition. Don't leave the screen blank with the light on. A 45-degree angle to the audience is the most effective location for an overhead projector and screen. This provides for the least obstructed view. Ideally, set the projector on a table lower than the surrounding tables or platforms to make it less imposing. Transparencies with too much information - especially typed pages designed for a printed piece and transferred to acetate - are confusing. Keep transparencies simple. When typing words for transparencies, use bold typing elements such as HELVETICA and capitalize. Consider making use of a laser printer that can produce good quality transparencies in a variety of bold type styles. These printers, coupled with desktop or portable personal computers are widely available, and prices have dropped significantly. The quality of type and variety of type styles make this a superior option when compared with transparencies done on an office typewriter. If resources permit, color printers are also available.

Posters Posters are prepared graphic devices that can be made of a variety of materials and media - photographs, diagrams, graphs, word messages, or a combination of these. Posters work best in smaller audience sizes.

Posters are permanent and portable. Posters can be simple or very elaborate. Posters can be used alone or in a series to tell a story.

Limitations:

Posters tend to contain too much detail. Transporting them can be difficult.

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The more elaborate posters require extensive preparation and can be quite costly.

When preparing posters:

Each poster should contain one message or theme. Words, charts, diagrams, and other symbols must be penned in a large enough size to be seen by everyone in the room. Use all capital letters, and do not slant or italicize letters. Use and vary the color. Also, check from a distance to make sure the color works well and is not distracting.

35 Millimeter Slides 35 mm slides enliven a presentation for virtually any size audience. They can project a professional image, are relatively inexpensive to produce, and if necessary, can be produced quickly.

Slides have high credibility with audiences because viewers looking at photographic slides taken in the field often feel that seeing is believing. The only hardware required is a slide projector and a screen. Slide programs are easy to package in slide trays. Changes in slides or in their sequencing can be done rapidly to meet changing conditions or audiences.

Limitations:

Slides cannot be made using a photocopying machine. Therefore, they require more time and money to produce than overhead transparencies. The lights must be dimmed more for slides than for overhead transparencies. Slides require a great deal of preparation and rehearsal.

When Developing a Slide Presentation:

Use the outline or text of your talk to note places for appropriate visuals. The best slide programs often mix field photographs with slides of charts, graphs, and other supporting images.

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Catalog and categorize slides, and place a date, location, and other relevant information on each slide. Vendors can make word slides and illustrations by computer, though they tend to be costly.

Audio-Slide Show Audio-slide shows are self-contained programs having prerecorded sound tracks that are coordinated with slides by use of electronic synchronizers. The recording tape includes electronic signals that activate a connected slide projector so that an image appears simultaneously with the appropriate voice message, music or sound effects. Audio-slide programs can serve audiences ranging from a handful to a couple of hundred people.

For a fraction of the cost of films, audio-slide programs can achieve many of the same program needs. They can impart considerable information because color and a wide array of audio-techniques and visual images can be used. If multiple projectors are used with dissolve units that allow images to "fold" into one another, even a sense of movement can be created. They usually can be produces in-house, equipment is accessible, and they offer a presenter the flexibility of changing slides to meet the needs of specific audiences.

Limitations:

Time must be allotted for developing script, sound-track, title and credit slides, visuals, and for production. Each presentation requires securing and assembling proper equipment synchronizer, tape recorder, projector(s), screen(s). Good maintenance must be given to slides so that a warped slide doesn't malfunction and throw off an entire presentation.

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Videotape Videotape electronically carries both a picture and a sound track. Its features of sound, movement, vivid image, color, and variety hold an audience's attention the way film does. Videotape can be used to program an entire presentation, or to support a speaker's remarks by highlighting certain topics. Limitations:

Videotape productions can be expensive to create and require experienced production teams. In large meetings, the audience may not be able to see the monitor. (If resources permit, video projectors are available.)

When Developing Videotape:

Practicing with the equipment by filming, as well as showing, is the best way to overcome hesitancies about its use. To cover the basics if you are brand new to video use, budget yourself a one hour session with an experienced video producer, whether amateur or professional. University extension programs and the local cable T.V. station are good places to check for a no-cost session. Discuss your ideas. Your budget will determine whether you should tape on your own or have a professional make the videotape. Composing and editing a 15-minute video production can easily consume dozens of hours whether you do all of the work or contract to have part of it done. In order for this kind of investment to pay off, it usually means that the final product should be viewed by a large audience or multiple audiences. Consider the facilities available before choosing to use videotape.

TESTING THE DESIGN OF YOUR PRESENTATION When you have prepared the visuals you want to use in your presentation, you must practice using them. Do a practice run in full, preferably with someone you

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know well and with someone you do not know well. Alternatively, use a video or audio tape recorder, or a mirror. If you are making a group presentation, do a complete practice run in full. A practice run will ensure that each presentation builds on the previous one and that all the points are covered. These colleagues can also provide valuable feedback. The tips below will help you make the most out of your practice runs:

Seek feedback at the point when you have your material well organized but not committed to memory. This will enable any needed changes to be incorporated easily. This feedback should include an evaluation of the presentation's length, logic, clarity, and interest level; the speaker's rate of delivery, voice level, and conversational pattern; and the usefulness of the visual aids.

Once you are satisfied with the content of your presentation, make sure that the technical supports are in place or lined up:

Check with the meeting organizer to make sure the equipment you need will be there. If at all possible, arrive at the location of your presentation an hour early to check your equipment and room arrangements. Practice using your visuals with the equipment provided. Make sure that you know where the on/off switch is and make arrangements to have the lights dimmed, if necessary.

Rehearsal is a fundamental step in developing and refining effective presentations. Practicing your presentation and working closely with the meeting organizer to secure the necessary technical supports will assist you in making a smooth performance.

SUMMARY In this context, evaluation plays a recurring theme. You must evaluate the appropriateness of the visual aids. You must evaluate how best to prepare them. You must evaluate their effectiveness in your practice run. Adding the visual dimension to a

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presentation is key to ensuring the presentation's overall success and evaluation plays an important role in choosing and effectively using visual aids. Training sessions should be designed so that sufficient time is allocated to not only present the information but also to allow for questions and review of materials as needed. The trainer needs to provide an environment in which participants feel sufficiently comfortable in order to ask questions and make comments. Asking questions and discussing aspects of a training program can clarify information and reinforce important learning objectives. The training information presented must be understood by the employee; otherwise the training will not be effective. Therefore, employers must include training material that is appropriate in content and vocabulary to the educational, literacy and language background of employees. This will ensure that all employees, regardless of their cultural or education background will receive adequate training on how to eliminate or minimize their occupational exposure.

Conclusion To conclude it can be said that dress code and body language is essential to survive and succeed both at the personal and professional level. Presentation skills enhanced with the audio visual skills has paramount significance and importance at the corporate world either to make or break the business deals. Therefore, it is mandatory to stick to the basics of all manners of behavior in the corporate world and working with specific designed skills to become a successful professional.

Bibliography
http://business.ezinemark.com http://www.osha.gov
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http://www.helium.com

http://www.worketiquette.co.uk

http://www.articlesbase.com

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