Technical Communication – BAS 301

Unit 3 – Communication Skills for Presentation: Writing, Designing, and Speaking

Exercise 3

1. Write definition and purposes of presentations. Explain various types of presentations.

2. What do you understand by classroom presentation? Write the requisites of classroom
presentation.
3. Expound various modes of presentation / nuances of delivery.
4. Define public speaking. Write various steps of effective public speaking.
5. Elaborate upon analysis of Audience and Locale.
6. Write the steps to overcome stage fear and retention of audience interest.
7. Elaborate upon Proxemics & Chronemics.
8. Explicate nuances of voice dynamics / Paralinguistic features of voice.
9. Explain 7 Cs of technical communication.
10. Define Report. Explain various types of reports.
11. Write features / characteristics and key points for writing a good report.
12. Write the structure of a Technical Report.
13. Write the importance / significance of reports.
14. Write a letter format Memorandum report inventing the necessary details yourself.

Q.1. Write definition and purposes of presentations. Explain various types of presentations.

Presentation:
Presentation means to put forward information and ideas before the audience in a systematic
manner for a predefined purpose with the help of audio - visual aids.

Purpose / Objectives of Presentation:

1. To inform, instruct or educate
2. To persuade
3. To motivate or inspire
4. To entertain

Forms / Types of Presentations:

According to the purpose presentations are classified as:

1. Informative Presentations:
Informative presentations teach, demonstrate or instruct an audience on some topic or
process such as systems, policies and rules. These are also called ‘tell’ presentations.
2. Persuasive Presentations:
Persuasive Presentations are designed to persuade (convince) an audience to accept a belief
or action. These are also called ‘self’ presentations.

3. Motivational Presentations:
Motivational presentations are designed to inspire or reassure the audience. These are also
called ‘join’ presentations.

On the basis of audience profile presentations can be classified as:

4. Internal Presentations:
These presentations are made to internal audience. The audience consists of the employees
or students and can be known or unknown to the presenter.

5. External Presentations:
These presentations are made to external audience. It consists of prospective clients, vendors
or partners and are generally unknown to the presenter.

Based on the time available to prepare, presentations can be categorized as:

6. Impromptu Presentations:
These presentations are made without any planning or preparation.

7. Planned Presentations:
These Presentations are made with careful planning and preparation.

Based on the number of participants, presentations can be categorized as:

8. Individual Presentations:
An individual is responsible for preparation, research and delivery. He rightfully takes all the
credit for the presentation.

9. Group Presentations:
In contrast, group presentations often involve more complicated tasks and therefore require
more participants to make them.

10. Classroom Presentations:

Classroom presentations are prepared by the students to inculcate the basics for
communication skills – listening, speaking, reading and writing. It helps the students to share
their views with their classmates and also to expand their understanding. Classroom
presentations help the students in building their confidence.
Q.2. What do you understand by classroom presentation? Write the requisites of classroom
presentation.

Classroom Presentation
Classroom presentations are prepared by the students to inculcate the basics for
communication skills – listening, speaking, reading and writing. It helps the students to share
their views with their classmates and also to expand their understanding. Classroom
presentations help the students in building their confidence.

Requisites of Classroom Presentation

1. Verbal and non-verbal mode of communication should be used.
2. Classroom should be taken as the platform for presentation.
3. Voice should be loud and clear.
4. Maintain right tone, pitch and speed.
5. Appropriate facial expressions and gestures should be used.
6. Prepare cue cards with key words on them.
7. Use visual aids like slides, charts and graphs to illustrate your points.
8. Dress appropriately for your presentation.
9. Speak clearly and louder.

Q.3. Expound various modes of presentation / nuances of delivery.

Modes of Presentation / Nuances of Delivery

Below are the four modes of presentation or presentation delivery styles or Nuances of
delivery:
1. Memorizing the Manuscript:
This method of presentation can be one of the most of effective methods of presentation, but
it requires an extra ordinary memorizing power because if the presenter forgets his text, his
speech will sound stilled/unnatural/too formal.

2. Reading the Manuscript:

It means read out the written material aloud. This method is often used whenever a complex
or technical presentation is made such as the annual budget, description of some machine or
the policy matters of an organization. In this the reader and listener contact is often
interrupted.

3. Extemporaneous / Speaking from notes:

The speaker prepares notes on a sheet or cards and then with the help of appropriate audio
visual aids, he makes his presentation. This process makes the delivery easy and impressive.

4. Impromptu Speaking:
The word impromptu means done without any preparation or planning. So, this is the
presentation delivered without any preparation done beforehand i.e. unrehearsed delivery in
speech.
This mode of presentation should be avoided; only highly experienced persons can effectively
deliver using this mode.

Q.4. Define public speaking. Write various steps of effective public speaking.

Public Speaking
 Public speaking is the process of communicating information to an audience.
 It is usually done before a large audience, like in school / college, the workplace, public
places and even in our personal lives.
 The benefits of knowing how to communicate to an audience include sharpening critical
thinking and verbal / non-verbal communication skills.
 Public speaking helps to inform, influence, or entertain the listeners.
 Traditionally, public speaking was considered to be a part of the art of persuasion.

Effective Public Speaking Techniques

1) Remember the objective of your speaking
2) Entertain the audience with short story
3) Give Examples
4) Use Presentation tools
5) Tell the audience exactly what they are going to gain
6) Use Gestures and maintain eye contact
7) Do Q&A
8) Have clarity of matter
9) Connect the audience with emotion
10) Add Humour

Q.5. Elaborate upon analysis of Audience and Locale.

Analysis of Audience:
 Audience analysis involves identifying the audience and adapting a speech to their
interests, level of understanding, attitudes, and beliefs.
 An audience is not just a group of individuals rather it has a collective personality of its
own.
 The audience plays a significant role in making a presentation successful.
 The speaker should design his presentation after doing a proper research and analysis
on audience.
 The audience can be evaluated on below criterions:
 Age Group
 Location
 Gender
  Size of Audience
 Educational background
 Interest
 Income
 Religion
 Locale means place of speaking whether an auditorium or a theatre, facilities available
etc. should be considered before the event.

Analysis of Locale:
 Where are you supposed to deliver the presentation? Large auditorium, small
conference room or an open arena?
 What facilities are provided to the presenter? Is s/he allowed to use a lectern? Is there
a table for keeping his / her stuff?
 Does the venue have a working public address system?
 Knowledge about the seating arrangement, room temperature and lighting inside the
venue.

Q.6. Write the steps to overcome stage fear and retention of audience interest.

Overcoming the Stage Fear

 The fear of public speaking is often called stage fear or stage fright.
 Stage fright may cause nervousness and spoil the entire presentation.
Hence, it is necessary that the speaker should learn how to overcome the stage fear. Below
are certain tips to overcome stage fear:

1) Shift the focus from yourself and your fear to your true purpose – contributing
something valuable to your audience.
2) Stop scaring yourself with thoughts of failures.
3) Refuse to think thoughts that create self doubt and low confidence.
4) Practice ways to calm and relax your mind and body, such as deep breathing, relaxation
exercises, yoga and meditation.
5) Eat well and practice other healthy lifestyle habits, Avoid caffeine, Sugar etc.
6) Focus on your strength and ability to handle challenging situations.
7) Visualize your success.
8) Prepare your material in advance and read it aloud.
9) Be self-confident. Remain warm and make eye contact.
10) Be natural, be yourself.
Retention of Audience Interest or Audience Participation:

It can be difficult to hold your audience’s attention for the entire presentation.
Boring presentations can make everyone to sleep.
Following techniques may be used to capture and hold audience’s attention during
presentation or speech.
 Use audio visual aids in the presentation.
 Use Bullet points in PPT.
 Be confident while presenting.
 Tell a story.
 Give Examples.
 Share personal experiences.
 Relate to a recent event.
 Ask questions.
 Use Interjections.
 State a fact that is troubling, amusing or remarkable.
 Add some humour.

Q.7. Elaborate upon Proxemics & Chronemics.

Proxemics / Space Language:

In addition to kinesics nonverbal communication also includes Proxemics, which means
the space around us or the distance between the speaker and the listener.
Proxemics is derived from the word proximity which means closeness. Proxemics has a
definite meaning in oral presentation. “Our interaction with the people around us has rather
a well-defined or well understood spatial dimensions”, comments KK Sinha. It means the
spatial dimensions or distance between us and other people tell us about our relations with
others and the nature of our communication with them.

Edward T. Hall has given four types of space language, depending on the distance:

1) Intimate Space Language (within the circle of 1.5 ft)

2) Personal Space Language (1.5 to 4 ft)
3) Social Space Language (4 to 12 ft)
4) Public Space Language (12 ft – 25 ft & more……)

1) Intimate Space Language: (within the circle of 1.5 feet)

Where the speaker and listener are within the circle of about 18 inches
distance. Only family members and close friends can enter this area.

2) Personal Space Language: (1.5 to 4 feet)

Where the speaker and the listener are in the personal space i.e. from 18
inches to 4 feet and in this circle they can have normal personal conversation.
3) Social Space Language: (4 to 12 feet)
Here the circle extends from 4 feet to about 12 feet. This social space
language is used for formal purposes. Most of the business is done within
this area.

4) Public Space Language: (12 to 25 feet ….)

It extends from 12 feet to as far as we can see and hear. In this large space,
Communication becomes formal. In it the speaker speaks at loud pitch so that a large
group of the audience can hear him.

Chronemics / Time Dimension:

Chronemics is the study of the way we structure and use time. Using time implies the meaning
we attach to it.

Monochromic people
Such type of people concentrate on their job and take time commitments seriously. They are
committed to their job and understand their responsibility towards the organization they
work for.
For such type of people timing is very important. For them timing is like commodity, it is
scheduled, managed and arranged. They usually take up one task at a time.

Polychromic People
Such type of people try to do many things at once. They have less importance for professional
commitments in their life. They can break a professional appointment or meeting if their
family needs them without any guilt or an apology.

The most important thing at a work place is the management of time. Similarly
management of time is the watchword of the successful presentation. During the
presentation, if the speaker takes a lot of time, his speech becomes monotonous. To grab the
attention of the audience during presentation, the speaker should try to sum up his
presentation within the allotted time. He should plan and rehearse well so that his speech will
not go beyond the allotted time.
Q.8. Explicate nuances of voice dynamics / Paralinguistic features of voice.

Paralinguistic features of voice / Nuances of Voice Dynamics

• The study of language is called as linguistics.
• Paralinguistic communication refers to the study of human voice and how the words
are spoken.
• Writing does not have that immediacy (nearness) because the words are static on a
page. Voice gives extra life to the delivery.
• Paralinguistic features are non-verbal vocal cues that help you to give urgency to your
voice. Your voice is your trademark; it is that part of yourself that adds human touch to
your words.

Paralinguistic Features
1. Quality
2. Volume
3. Pace / Rate
4. Pitch / Tone
5. Articulation
6. Pronunciation
7. Voice Modulation
8. Pauses

1. Quality:
Voice Quality is a characteristic that distinguishes one voice from another. Each of us has a
unique voice and it depends on its resonating mechanism.
It may be soft & alluring (Arijit Singh), rich and resonant (Amitabh Bachchan) , thin and nasal
(Himesh Reshamiya).

Abhram Linchon & Winston Chrurchill adapted the quality of voice to become speakers par
excellence.

2. Volume:
Volume is the loudness or the softness of the voice.
If the place you are speaking in is large the volume should be high or else, it should be low.
If volume is too high, we may sound boorish and insensitive, whereas if it is too low, we may
convey the impression of timidity (shyness, hesitation).
Thus, we should vary our volume to make our voice clear and audible.
3. Pace / Rate:
Pace or rate is the number of words spoken per minute.
The number of words that one speaks per minute varies from 80 to 250 words from person
to person.
Normal rate is from 120 to 150 words per minute.
A well-paced, varied message suggests enthusiasm, self - assurance and awareness of
audience.

4. Pitch / Tone:
Pitch refers to the number of voice vibrations per second.
The rise and fall of pitch (intonation) conveys a lot of emotions.
Lowness of pitch can indicate dullness, shock, sadness etc.
When we are excited, joyous, triumphant and even angry pitch automatically becomes high.
Variety of pitches should be used to hold listeners attention.

5. Articulation
Articulation is the aspect of pronunciation that involves using articulatory organs in shaping
the sounds of speech.
Speakers should be careful not to slop, chop, truncate, or omit sounds between words or
sentences.
If all the sounds are not uttered properly, the flow of understanding gets interrupted and
distracts listeners from grasping the meaning of the message.

6. Pronunciation
If articulation means speaking out all the sounds distinctly, then pronunciation requires us to
speak out sounds in a way that is generally accepted. The best way is to follow British Received
Pronunciation.
It is generally influenced by the geography & Culture.

7. Voice Modulation
Voice modulation is the way we regulate, vary, or adjust the tone, pitch, and volume of the
sound or speaking voice.
It brings flexibility and variety to the voice, and we can express emotions, sentiments in the
best possible way.
If we do not pay attention to the voice modulation then our voice, becomes flat and we
emerge as an unenergetic speaker with no command over our voice.
8. Pauses
 Pause is a short silence flanked by words.
 In speaking let the listener reflect on the message and digest it accordingly.
 Also helps speaker to glide from one thought to another.
 Embellishes the speech as it is a natural process to give a break.
 Vocalized pauses or vocal segregates such as uh, ah, umm should be replaced with the
silent pauses.

Q.9. Explain 7 Cs of technical communication.

The 7 Cs of Technical or Business Communication / Seven Principles of Technical

Correspondence:

These are same as features of Technical Communication but in the form of Cs, which are as
following:

1. Correctness
2. Conciseness
3. Clarity (Be clear)
4. Courtesy (Be courteous)
5. Consideration (You attitude)
6. Concreteness (Be convincing)
7. Completeness

1. Correctness
Correctness of both – the expression and the information should be followed.
While writing a business letter, the principle of correctness should be followed. The writer
must ensure correctness in his tone, format and information that he provides in the letter.
The facts mentioned must be true and correct. Grammatical structures and spellings
should be correct.

2. Conciseness
Use only necessary details and short sentences. Be direct and avoid long redundant
(lengthy & unnecessary) expressions.
Use the “Keep it short and simple” formula.

3. Clarity (Be clear)

One has to be clear and specific in their letter. The words used should be unambiguous
and not vague (unclear). Avoid giving abstract (summary) information.
Eg. Instead of ‘visualize’, use ‘see’. Instead of ‘at the present time’, write ‘now’. Instead of
using ‘the website is now fully operational with the e-commerce functionality setup’, write
‘the company has launched its website’.
4. Courtesy (Be courteous)
Be courteous and polite. Avoid making negative statements and an accusatory tone
accusing the recipient. eg. Instead of writing, “You did not send the cheque”, use “The
cheque wasn’t enclosed.” Even if you are writing a complaint letter, your tone must be
polite and courteous at all times.

5. Consideration (You attitude)

Try to visualize your reader’s circumstances, problems, emotions, their desires etc. and
indicate that you understand these by using your words with care. If you are writing a
sales letter, show the recipient how the product would be beneficial for them. When you
write with consideration, you generate goodwill.

6. Concreteness (Be convincing)

A good business letter always provides concrete information (specific information).
Eg. Instead of saying, “I expect the consignment/order to reach me at the earliest”, use “I
expect the order to be delivered to me by 21st March, 2013.

7. Completeness
Provide complete information in the letter. Whatever information has been asked and
whatever information you want to get should be clearly mentioned.

Q.10. Define Report. Explain various types of reports.

Report:
The word report has been derived from the Latin word ‘reportare’ which means to
bring back to someone who was not present, the description of an event.
Generally speaking, a report means, to give an account of something seen, heard, done
etc.
J. Staneley Jones, while defining a report says, “A report is a special form of narrative
which aims chiefly at conveying information based upon facts”.
Thus report is a type of narration, but of a special type.
Generally in simple narratives the writer wants to attract the readers’ attention by
adopting certain ways. But in report writing, the main thrust of a writer is to provide
information in a scientific way. There is no place for exaggerated or hyperbolic expressions
(make something seem greater or more important than it really is).

Types of Reports:
Reports are of various types, some of them are as following:
(i) Annual Reports
(ii) Census / Survey Reports
(iii) Special Reports
(iv) Confidential Reports
(v) Market Reports
 (vi) News Paper Reports
(vii) Project Reports
(viii) Reports on Seminars & Debates
(ix) Memorandum Report (Memo)
(x) Blank Form Report

(i) Annual Reports:

Annual reports may be called periodic reports because at the end of the year, business
organizations publish their reports on the routine activities and future policies of the
organization. Generally such reports are used to inform the Share Holders, Directors or
Members of the organization.
(ii) Census / Survey Reports:
Census or survey reports are used to find the consensus or mandate of the people on
various issues related to them. Also to find the population of countries these reports are
prepared.
(iii) Special Reports:
The special reports are the formal reports submitted by certain individuals or
committees. Special reports are not only statements of facts but they include the opinion of
the writer. Writer gives his recommendation/conclusion at the end.
(iv) Confidential Reports:
These reports are also special reports indirectly, written by the superiors about the
work and conduct of their juniors.
Such reports deal with facts as well as opinions.
(v) Market Reports:
The reports which are given by the experts who are constantly in touch with the
prevailing market conditions are called market reports.
(vi) News Paper Reports:
The real time reports on different aspects of life are known as News Paper Reports. The
Journalists report the situation objectively.

(vii) Project Reports:

Project reports are reports mentioning the details of various projects. These may be
prepared for various purposes such as to win contract for carrying out various work services
or on completion of various project works mentioning all the details of the project.
(viii) Reports on Seminars and Debates:
These reports are prepared on the proceedings of Seminars and Debates for the
purpose of publication.
(ix) Memorandum Report: (Memo)
Memorandum is a kind of report that circulates within and among various departments
of a company or organization.
In more simple terms, a memo may be known as an Inter-office Communication.
The day to day operations of a company depends on memos. Hence writing memos is an
important job responsibility. Memos report everything from results to announcement of
meetings.
Hence, memos should be written quickly and clearly.
A memo includes the following chief headings-
Date, To, From, Subject and Main body
As a memo is a brief report, brevity or conciseness is one of its essential qualities.
(x) Blank Form Report:
A blank form report simply refers to a blank prescribed form which is periodically presented
by filling that blank form. Thus, an appraisal report if presented only by filling a blank
prescribed form is too known as the Blank Form Report.

Q.11. Write features / characteristics and key points for writing a good report.

Characteristics of a good Report:

A report is used for various purposes by various organizations such as Government, Industry
and Business or in the projects of Science, Engineering, Medicine, Research and Space.
The aim of a report is to convey information. This implies that facts should be imparted in
direct, straight forward style.

The important features of a good report can be summed up under the following points-
(i) Accuracy – Correctness of expression
(ii) Brevity – Brevity is the soul of wit’, said Shakespeare.
(iii) Clarity- Use of simple words and sentences.
(iv) Based on Facts
(v) Objectively written (free from personal bias)
(vi) Logical arrangement of ideas, where one idea leads to another

Key points for writing a good report:

Report writing is an art. There are certain points which a report writer must bear in mind
while writing a report. Some of which are as following:
i) Purpose: At the outset reporter should note the purpose of the report.
ii) Addressee: He should also see to whom the report is to be submitted.
iii) Time Limit: within which he will have to prepare the report, should be kept in mind.
iv) Impact: What will be the impact of the report on the business and the businessman
should also be kept in mind.
v) Report Format: Whether it is a newspaper report or a formal report, the reporter
should have in mind the image of report’s formal format, which should include the
following:
a) Title of the report
b) Introduction
c) Procedure used to find facts
d) Findings of the report
e) Conclusion or recommendations or suggestions
Q.12. Write the structure of a Technical Report.

REPORT: STRUCTURE
A report is said to have three parts, namely:
a. Front Matter b. Main Body c. Back Matter

a. Front Matter:
1. Cover Page: Title of report, name of writer and date
2. Title Page: Title of the report, name of writer and approved by
3. Copyright notice: © 2023 by ABES Engineering College. All rights reserved. This
material may not be duplicated for any profit driven enterprises.
4. Table of Contents: Lists various sections of the report and page numbers on which that
appear. Lists of headings and subheadings into which the content of the report has
been organized.
5. Acknowledgements: In this section the writer expresses his thanks to those persons
who have been helpful to him in the preparation of the report. He will mention the
name and designation of those persons.
6. Summary / Abstract: Summary or abstract is the shorter version of the report.

b. Main Body:
1. Introduction: Purpose of the report, back ground of the report, scope of investigation,
procedure adopted for investigation,
2. Discussion: This section of the report includes detailed description of the report and
also a discussion of the problem in detail.
3. Conclusion: Consists of most significant data and ideas of the report.
4. Recommendations: This section consists of recommendations and suggestions made
by the investigating persons for improvement, but all formal reports does not make a
recommendation.

c. Back Matter:
1. Appendices: Supplementary information of highly technical nature which cannot be
placed in the main body of the report e.g. tables, data, figures etc.
2. Notes and References: This section consists of use of actual ideas or words of others
using MLA (Modern Language Association) & APA (American Psychology Association)
formats.
MLA Format: (Modern Language Association)
After the quotation cite the source of information parenthetically. [Author’s Name,
Book Name, Page No.],
e.g. [Elson, Post War British Theatre, P.85]
APA Format: (American Psychological Association)
After the quotation cite the source of information parenthetically. [Author’s Name,
Book Name, Year of Publication, Page No.],
e.g. [Elson, Post War British Theatre, 1981, P.85]
 3. Bibliography: This section consists of alphabetized list of sources of information on the
final page of the report. These sources may include a list of books, periodicals,
interviews etc. and citation of these references is known as bibliography.
4. Glossary: This section consists of list of unfamiliar words or uncommon technical terms
which are beyond the understanding of a common reader.
5. Index: In long reports index includes the words or the technical terms and also different
page numbers on which that word appear.

Q.13. Write the importance / significance of reports.

SIGNIFICANCE / IMPORTANCE OF REPORT WRITING:

1. Reports give consolidated, factual and updated information

2. Reports as a means of internal communication
3. Reports facilitate decision making and planning
4. Reports disclose unknown information
5. Reports give Information to employees
6. Reports give reliable permanent information
7. Reports facilitate framing of personnel policies
8. Reports give information to shareholders
9. Reports give information to the Secretary/Registrar
10. Reports help in solving the problems
11. Reports help Directors to take prompt decisions

1. Reports give consolidated, factual & updated information

A report provides consolidated, factual and an up-to-date information about a particular
matter or subject. Information in the report is well organized and can be used for future
planning and decision making.

2. Reports as a means of internal communication

A report acts as an effective means of communication within the organization. It provides
feedback to employees. It is prepared for the information and guidance of others connected
with the matter / problem.

3. Reports facilitate decision making and planning

Report provide reliable data which can be used in the planning and decision making process.
It acts as a treasure house of reliable information for long term planning and decision making.

4. Reports disclose unknown information

Reports provide information, which may not be known previously. The committee members
collect data, draw conclusions and provide information which will be new to all concerned
parties. Even new business opportunities are visible through unknown information available
in the reports.
5. Reports give Information to employees
Reports are available to managers and departments for internal use. They are widely used by
the departments for guidance. Report provide a feedback to employees and are useful for
their self-improvement.

6. Reports give reliable permanent information

The information provided by a report is a permanent addition to the information available to
the office. We have census reports (prepared since last 100 years) which are used even today
for reference purpose.

7. Reports facilitate framing of personnel policies

Certain reports relating to employees are useful while preparing personnel policies such as
promotion policy, training policy and welfare facilities to employees.

8. Reports give information to shareholders

Some company reports are prepared every year for the benefit of shareholders. Annual report
for example, is prepared and sent to all shareholders before the AGM. It gives information
about the progress of the company.

9. Reports give information to the Secretary/Registrar

Annual report and annual accounts are sent to the Secretary / Registrar every year for
information. Such reports enable the government to do supervision of the companies.

10. Reports help in solving the problems

Reports are useful to managers while dealing with problems faced by the company. They
provide guidance while dealing with complicated problems.

11. Reports help Directors to take prompt decisions

Company reports relate to internal working of the company and are extremely useful to
directors in decision making and policy framing. Reports give reliable, updated and useful
information in a compact form.
Q.14. Write a letter format Memorandum report inventing the necessary details yourself.

A Sample Memorandum (Memo) Letter format Report

From: XYZ
Under Secretary to GOI
New Delhi

No. 98371-II-2023 05 December, 2023

To: Ministry of Commerce and Industry

GOI, New Delhi

Subject: Shri M K Kapoor’s Memorial

In returning the application of Shri M K Kapoor’s memorial dated 09 May, 2022, the
sender is directed to say that the Government of India absolutely declines to consider an
application couched in such an impertinent language.
Shri Kapoor is, however informed that if he desires the matter to be considered by the
Government of India, he must alter the tone of his letter and resubmit the same through
proper channel through the Government of U.P.

-sd-
XYZ
Under Secretary to GOI