Oral Communication Business Communication

Business Communication

1. Chapter: 05 Oral Communication   1

2. Oral Communication:   When a message is exchanged orally between sender and receiver, it is called oral communication   When communication takes place with words of mouth, it is called oral communication. In oral communication spoken words are used to express meaning. In this system of communication, messages are exchange between a communicator and communicate directly through face to face conversation or group discussion. 2

3. Characteristics of Oral Communication   1.Flexibility 2.Immediate feedback 3.Taking less time 3.Better understanding 4.Opportunity for correction 5.Intercultural barrier 6.Spontaneous 7.Dependence on nonverbal tools 8.Dependence on listening 9.Powerful means of persuasion 3

4. Media of Oral Communication:   1.Non mechanical channels 2.Mechanical Channels 4

5. Non mechanical channels 1.Face to face conversation 2.Interview 3.Dias Speech 4.Group discussion 5.Formal training courses 6.Meeting 7.Counseling 8.Conference 9.Lecture   5

6. Mechanical Channels 1.Telephone 2.Mobile 3.Radio 4.Television 5.Video conference 6.Voice chat 6

7. Advantages of oral communications : Benefits of oral communication are given below. Easiness: It is an easy means of communication because it needs little preparation for transmitting a message. Like written communication, it does not require pens, pencils and other writing equipments.   Effective for illiterate receivers: Illiterate people cannot read or write. So it is the most appropriate means of communication for the illiterate mass.   Economy: It does not require any expenditure in the collection and maintenance of pen, paper, computer or any other such materials as are needed for written communication.   7

8. Time saving: Where rapid action is desired, it is better to send a message orally. Oral communication helps them expedite work and thus, it saves time.   Quick feedback: Another primary advantage is that it provides rapid feedback and interchange in the form of verbal questions or agreements. Complete understanding: Due to the availability of feedback opportunity, the receiver of a message can get clarification of the message through questioning.   8

9. Disadvantage of oral communication: No record: In oral communication, message are not usually preserved and hence they are nowhere to be found in the record book. Inaccuracy: There is every possibility of inaccurate messages to reach the destination particularly when noise disrupts the process or the receiver forgets parts or all of the messages. Not easy to fix responsibility: Responsibility for any mistake cannot be specifically assigned to anybody involved in communication because of lack of any proof of oral communication.   9

10. Distorted meaning: As oral message are not filed, their meanings may easily be distorted.   Possibilites of conflicts and misunderstandings: Due to the limitations of human memory, oral messages cannot be kept in mind for a long time.   Over emphasis on presentation: In oral communication, a communicator tries to prove himself as a good speaker through presinting the message in a very attractive style.   10

11. Leakage of secret information: At the time of conversation, a speaker may not always be careful about srcrecy.   Delayed decisions: In most cases much time is killed in the discussion,some undesirable leakage of information may take place.Besides, time is also wasted for irrelevant discussion.   Time consuming to have considered feedback: In two-way oral communication, sufficient time is needed for well organized, throughful and considered feedback by the reciver or for introducing many new ideas. 11

12. Why oral communication is more effective: The advantages emerging from oral communication makes it more effective (than written communication) in certain conditions.Under the following circumstances, oral communication plays a more effective role than that of written communication. Need for oral explanation: If any instruction or method of doing a work needs elaborate discussion, oral communication will best serve the purpose.   Maintaining secrecy: In the case of oral communication, the contents can be kept confined between the sender and the receiver only. 12

13. Immediate response:For effective communication feedback is a must. If any response is expected immediately, it can be ensured better through oral communication.   Quick exchange of views: If sufficient time is not available to exchange views between the communicator and the communicatee within a short span of time. Illiterate receivers:If receivers are illiterate, written communication has noting to do with them. In such a situation, oral communication is the best way to inform the receivers. 13

14. Guidelines or Principles of Oral Communication 1.Clear pronunciation 2.Preparation 3.Unity and Integration 4.Precision 5.Planning 6.Simplicity 7.Vocabulary 14

15. Field of effectiveness of Oral communication 1.Instant Communication 2.Detailed explanation of policies 3.Developing direct relationship 4.Maintain secrecy 5.Instant response 6.Open discussion 7.Covering large audience 8.Illiterate receiver 15

16. Causes of failure of Oral Communication 1.Absence of planning 2.Over confidence 3.Business of the sender 4.Quick transmission 5.Poor and defective presentation 6.Language problem   16

17. Difference between oral and written communication: 17 Point of Difference Written communication Oral communication Definition When information or ideas are shared through written words, it is called written communication When information or ideas are shared through spoken words, it is called oral communication Media Major media of written communication are letter, memo, report, notice Major media of oral communication are face-to-face conversation, interview etc Record It is always permanent record It does not have permanent record Cost It is high cost It is less costly Reliability Written communication are more reliable Oral communication is not reliable Legality It has legal evidence It has no legal evidence Feed back Written communication takes time to give feedback Oral communication gives immediate feedback

18. Dos and DON’Ts of Oral Communication DOs 1.Preparing an audience analysis 2.Organizing the presentation to flow from one section to another. 3.Preparing and rehearsing the presentation 4.Visiting the room where presentation will be given ahead of time. 5.Telling the audience about the introduction of the subject, self identity, and personal qualification before speaking about the subject 18

19. DON’Ts   1. Not to be late for the presentation 2. Not to be afraid to push and take a deep breath or two before beginning. 3. Never be hyperventilating, Just relaxing and berating normally. 4. Not to speak in a monotone or mumble way. 5. Notes should not be read in front of others. 6. Eye contacts should be maintained and audience must not be neglected.           19

20. THANK YOU 20