Chapter - 4

Oral Communication

Introduction
Oral communication refers to the spoken verbal communication. One of the important skill expected by many employers. It depends on combination of words, visual tools and non verbal elements. Oral communication constitutes the bulk of all communication i.e., 75 % ( Both Speaking 30% & Listening 45% ). An effective speaker can create a favorable impression for the organization in which he works. Oral communication includes discussion, speeches, presentations, interpersonal communication, persuasion, negotiation, formal interview, casual conversations, telephonic conversation, client interaction, etc..,

Oral communication plays two important roles in business :

It establishes the procedures for accomplishing whatever needs to be done. Oral communication helps establish human relationships.

Advantages
Oral communication is faster. Oral communication permits immediate feedback due to 2 way communication. Oral communication usually more effective for conveying messages with emotional content. Oral communication helps to establish human relationships. Oral communication promotes encouraging morale among organizational employees. There is flexibility for allowing changes. Oral communication is best in case of problem resolution. Oral communication is an essential for teamwork and group energy. It is easy and pleasant to use. Is useful in both formal & informal speaking situations.

Dis - advantages
Are not open / access to everyone. Due to incomplete information, it can lead to misconceptions. It can also lead to mis belief, as oral promises do not allow any where. Oral communication (such as speeches) is not frequently used as legal records. It requires attentiveness and great receptivity on part of the receivers / audience. Demands ability to present consistently, clearly and logically. Hard to control voice pitch and tone, especially under stress, nervousness, excitement or anger. Very Difficult to be conscious about body language.

Channels of Oral Communication

Face-to-Face Conversation Telephone Conversation Presentation Public Speech Interview Group Discussion Negotiation Meeting

For Effective Oral Communication, the Communicator should follow the following Consider the objective Think about the interest level of the receiver. Be sincere. Use simple language, familiar words. Avoid vagueness. Give full facts. Use polite words and tone. Cut out insulting message. Say something interesting and pleasing to the recipient. Allow time to respond / get feedback.

Fundamentals of Oral Communication

Awareness & Control of Intrapersonal communication Attitudes Knowledge Level Body Language & Paralanguage Manners & Etiquette Emotional Intelligence Creativity Listening Persuasion

Speaking
Presentation
Purpose of Presentation
To Inform / Describe / Explain To Instruct / Teach To Persuade / Motivate To Entertain

Elements of Good Presentation

1. Introduction Address the audience Introduce your self Indicate the aim of presentation Indicate the main topic of the presentation

2. The Main body It should be organized in the logical manner.

3. The Conclusion
Summarize the main / important points of your presentation. Do not add new facts. Allot some time to round off presentation.

Process of Oral Presentation preparation

Step 1 Planning Oral Presentation Analyse: Study your purpose, lay out your schedule, and then profile your audience. Investigation: Gather needed information through formal and informal research methods. Adapt: Adapt your presentation to occasion and audience.

Step 2 - Writing Oral Presentations Organise: Define your main idea, limit the scope, choose the direct or indirect approach, prepare your outline, and decide on style Compose: Compose your presentation, ensuring that the introduction, body, close, and question-and-answer period to accomplish the necessary task.

Step 3 Completing Oral Presentation

Revise: Edit presentation for content clarity and conciseness. Produce: Review everything for typos, improper grammar, and mechanical errors. Proofread: Practice your presentations, check for location, overcome your anxieties, and face the questions responsibly.

Preparation for Speaking 1. Practice 2. Check out the location 3. Consider cultural differences.

Guidelines for making an Effective Presentation

1. Speak slowly and distinctly, pause frequently so that audience get time to absorb each key point.

2. Repeat key words and phrases.

3. Aim for clarity: Eliminate complex sentence structure, abbreviations. 4. Communicate with body language: Maintain strong eye-contact. Facial expressions smile.

5. Support your oral message with visual aids.

How to overcome Anxiety?

Prepare more material than necessary Rehearse Think positively, visualise success Take a few deep breaths Be ready and comfortable Dont panic Keep going

Managing Conversation
Dont rush opening. Use eye contact, gestures, and voice to convey an aura of mastery. Handling questions responsibly. Maintain control: State ground rules in the beginning of the question-and answer session. Focus on questioner. Respond appropriately: Keep your answers short and to the point. Survive the hot seat: Respond unemotionally to tough questions. Motivate questions. Conclude your presentations by leaving strong and lasting impression.
Restating your main points. Ending on a strong note.

Listening
Listening is the process of receiving, understanding the meaning ,
and responding to spoken and / or nonverbal messages; to hear something with thoughtful attention. Importance Listening is the most powerful form of acknowledgment. Listening builds stronger relationships via., co-operation among people. Listening creates acceptance and openness. Listening leads to learning. Listening minimizes confusion and misunderstanding, eliminating related stress and tension.

Barriers to Listening
1. Physical Barriers Noise, Physical Discomfort, Physical Distraction. 2. Psychological Barriers Emotions, Mind set, Anxiety, Fear, Age & Attitude. 3. Linguistic Barriers Improper message decoding, Ambiguous Language, Jargon. 4. Cultural Barriers Cultural Difference, Different Values / beliefs, Different social norms. 5. Physiological barriers Individuals' personal discomfort, caused by ill health, poor eye sight or hearing difficulties.

Active Listening
1. A Good listener should not allow his mind to wander or day dream during conversation. 2. Give speaker a chance to complete his speech. 3. Should not allow prejudices to close his mind to the conveyed information. 4. Take minimum notes. 5. Shouldnt be afraid to ask questions to make the things clear where doubts arise. 6. Be Patience. 7. Control his or her temper while listening. 8. Should concentrate on the message fully avoiding physical distractions 9. A good listener should send some verbal utterances such as Yes , hum and some non - verbal signs

Negotiation
Negotiation involves two or more parties with competing or conflicting interests or needs, working towards an agreement on how they will co-operate / compromise. Negotiation is a process where each party tries to gain an advantage for themselves by the end of the process. After an fair Negotiation, it leaves both parties feeling that they've won, in some way. It intended to reach an understanding, resolve point of difference, or gain advantage in outcome of dialogue, to produce an agreement upon courses of action, to bargain for individual or collective advantage.

Body Language
Body Language is the unspoken communication that goes on in every Face-to-Face encounter with another person. It means the changes that occur in the body position and movements that indicates what the person is feeling or thinking in response to our words or actions. People in the workplace can convey a great deal of information without even speaking; through nonverbal communication. Between 60-80% of our message is communicated through our Body Language, only 7-10% is attributable to the actual words of a conversation. Body language comes in clusters of signals and postures, depending on the internal emotions and mental states.

Aspects of Body Language

Appearance Clothing & Accessories Facial Expressions Head Movements Hand Shaking Smile Eye Contact Gestures Posture Distance Touch