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UNIT 2
ORAL COMMUNICATION
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It is said that it does not matter
what you say, what matters is
how you say it
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MEANING AND DEFINITION
ORAL COMMUNICATION
Oral communication describes any type
of interaction that makes use of spoken
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words. It implies communication through
mouth.
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CHARACTERISTICS / NATURE OF ORAL
COMMUNICATION
- Speakers personality
- Know your audience
- Speech preparation
- Art of speaking
- Voice modulation
- Pauses and punches
- Listener participation
- Summarizing and conclusion
- Great delivery
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PRINCIPLES OF SUCCESSFUL
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ORAL COMMUNICATION
Clarity of expression
Clear and correct pronunciation of words
Develop trust by creating interest in listeners
Appropriate tone for the situation
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Pleasing note
Be precise with the message to be communicated.
Avoid communication overload.
Variations in sound pitch to grab the attention of listeners
Overcoming barriers of communication
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Timely feedback
Correct choice of medium
Sequence, coherence and consistency in the context
Appropriate usage of body language.
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FORMS OF ORAL
COMMUNICATION
- Informal face to face talk
- Interviews
- Group communication
- Debate or group discussion
- Meeting
- Conferences
- Speeches and presentations
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MERITS OF ORAL COMMUNICATION
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- Saves time
- More forceful
- Shades of meaning are conveyed
- Immediate feedback
- Immediate clarification
- Promotes informal communication
- More effective with groups
- Better for conveying feelings & emotions
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LIMITATIONS OF ORAL COMMUNICATION
- Distance a hurdle (in absence of mechanical device)
- Unsuitable for lengthy messages
- Message cannot be retained for long
- Word once uttered cannot be taken back
- Hard to control voice pitch & tone
- Demands thinking coherently as one speaks
- May lead to misunderstandings
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BARRIERS OF COMMUNICATIC
SEMANTIC EMOTIONAL/ PHYSICAL ORGANIZATI PERSONAL SOCIO CULTUR
BARRIERS PSYCHOLOGICAL BARRIERS ONAL BARRIERS PSYCHOLOGICAL BARRIERS
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BARRIERS BARRIERS
Barriers in Communication
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Semantic Emotional or Physical Organisational Personal Socio- Cultural
Barriers Psychological Barriers Barriers Barriers Psychological Barriers
Barriers Barriers
Different Noise Organisational Attitude and
Language Policy Opinions
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Loss in Improper Rules and Closed Mind
Words Transmissions Time Regulations
and Retentions Status Status-
Pictures Distance
Relationship Consciousness
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Actions Distrust of
Communicator Structure of the
Poor Failure to Organisation
Vocabulary Communicate Lack of
Organisational
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Undue Reliance
Facilities
on the Written
Word Wrong Choice
of Channel
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Inattention of
the Receiver
Barriers Regarding Poor
Barriers in
Subordinates Listening
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Superiors
Attitude of Superiors Unwillingness to Egoism
Fear of Challenge to Authority Communicate Emotions
Underestimation of Lack of Proper Selective
Subordinates Incentive Perception
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Ignoring the Juniors
Insistence on Following Proper
Channel
Figure 4.1: Barriers in Communication
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OVERCOMING BARRIERS / TECHNIQUES
IMPROVING COMMUNICATION
- Two way Communication
- Strengthening communication network
- Promoting participative approach
- Appropriate language
- Credibility in communication
- Good listening
- Selecting effective communication channel
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CONVERSATION CONTROL
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The art of conversation consists in the
ability to listen with concentration
and reply well.
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IMPORTANCE OF CONVERSATION CONTROL
- Being able to respond to criticism with confidence
- Knowing how to get the correct information quickly
- Talking to people in a meeting in convincing ways
- Handling objections and oppositions when making a proposal.
- Developing special skill in interviewing and appraisal.
- Learning to use the dynamics of conversation for both problem solving and social use.
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CONVERSATION CONTROL TECHNIQUES
- Questioning
- Compliments
- Eye contact
- pauses
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Reflection and Empathy
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- In oral communication, the most important skill is to impress upon the other person that you are genuinely interested in him / her statements.
- You must first understand the underlying feelings exactly and accurately. Then speak in such a manner that the person feels that you have indeed seen the issue from his/her point of view.
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Empathy
Empathy is the capacity to understand
or feel what other person is
experiencing from within the other
being's frame of reference.
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In simple words the capacity to place
oneself in another's position.
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MODES OF ORAL COMMUNICATION
Face-to-Face Exchange Telephonic conversation
Interviews Group Discussion
Meetings Seminars
Speech
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LISTENING AND NON VERBAL
COMMUNICATION
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Ch. 12, Slide 18
Meaning and Definition
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Listening
- "listening is a process of receiving, interpreting and reacting to messages received from communication sender".
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Hearing
To perceive sound via the ear
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Listening
To concentrate on hearing
something; heed or pay attention
Collins English Dictionary
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Why listening skills are important?
- Improves relationships
- Improves our knowledge
- Improves our understanding
- Prevents problems escalating
- Saves time and energy
- Leads to better results
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Purpose of Listening
- To gain new information and ideas
- To question test evidence and assumptions
- To be inspired and motivated
- To improve overall communication
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The listening process
- 1.Receiving
- Physically hear message and take note
- Affected by external factors i.e noise
- 2. Interpreting
- Infer speaker's meaning based on own experience
- Need to understand speaker's frame of reference
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- 3. Remembering
- Store message for future reference
- 4. Evaluating
- Consider points mentioned and assess their importance
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- 5. Responding
- Reacting to speaker's message
- 6. Acting
- In certain occasion, action is vital. Put all action in writing and make sure to deliver
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ELEMENTS OF EFECTIVE LISTENING
Hearing
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Interpreting
Evaluating
Responding
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Stage 1 Stage 2 Stage 2 Stage 2 Stage
Receiving Understanding Remembering Evaluating Feedba
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TYPES OF LISTENING
| Empathetic listening | Seeking to understand what the other is feeling. Demonstrating this empathy. |
| Evaluative listening | Listening in order to evaluate, criticize or otherwise pass judgment on what else says. |
| False listening | Pretending to listen but actually spending more time thinking. |
| Full listening | Listening to understand. Seeking more. |
| High-integrity listening | Listening from a position of integrity and concern. |
| Inactive listening | Pretending to listen but actually spending more time thinking. |
| Informative listening | Listening to understand. Seeking more (but little more). |
| Initial listening | Twisting at first then thinking about. |
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BARRIERS TO LISTEN
PHYSICAL PSYCHOLOGICAL LINGUISTIC CULT
BARRIERS BARRIERS BARRIERS BARE
1)Noise 1)Emotional 1)Improper 1)Cu
Disturbance Message Diffe
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2)Physical Decoding 2) Di
Discomfort 2)Anxiety 2)Ambiguous valu
Language
3)Physical 3)Over 3)Di
Distractions arousal of 3)Jargon socia
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Emotions
4)Distance
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Strategies for improving listening
- Eye contact
- Bodily exhibitions
- Avoid distracting actions or gestures
- Ask questions
- Paraphrase
- Do not overtake
- Avoid premature arguments
- Indicate acceptance
- Hold your temper
- Respect pauses or silence
- Be honest with the answers
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NON VERBAL COMMUNICA
Meaning
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"Non verbal communication is the
transfer of meaningful information
from one person to another by means
other than written or spoken".
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What is nonverbal communication
Nonverbal Communication = Communication without
Nonverbal communication is a process of communicating by
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sending and receiving wordless messages
Can anyone say what this
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symbol is?
Characteristics of Nonverbal
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Communication
- Nonverbal communication exists
- All nonverbal behavior has communicative value
- Much nonverbal communication is culture-bound
- Male and female nonverbal communications differ in some ways
- Nonverbal communication is primarily relational
- Nonverbal communication serves many functions
- Nonverbal communication is ambiguous
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Nonverbal Communication
'it's not what you say,
but how you say it'
'actions speak louder than words'
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Components / Forms of Non Verbal
Communication
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Paralanguage/ Vocalics Body language/ Kinesics
Space Language/ Proxemics Sign language/ Symbols
Time language/ Chronemics Touch language/ Haptics
Physical Appearance
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Paralanguage /Vocalics
Paralanguage
"Not only what you say, but
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how you say it also matters."
Paralanguage consists of:
- Rate
- Pitch
- Volume
- Vocal Fillers
- Quality-Made up of tempo, resonance, rhythm, and articulation
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Body Language / Kinesics
I am sorry...
Yes, we are guilty...
I am tired...
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Space Language/ Proxemics
Components of
Nonverbal Communication
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- Proxemics
Sign Language/ Symbols and
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When? Where? Why? How?
Time Language
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Time
(Chronemics)
Chronemics, the study of a person's use of
time, help us to understand how people
perceive and structure time and their
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dialogues and relationships with others.
- Duration pertains to how long we allocate for a particular event
- Punctuality is the promptness associated with keeping time
- Activity is somewhat chromatic value
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Touch Language / Haptics
HAPTIC?
- Derived from greek word 'haptikos' meaning "ABLE TO COME INTO CONTACT WITH"
- Haptics = Touch = Connection
- Touch is at the core of personal experience.
- Of the five senses, touch is the most proficient, the only capable of simultaneous input and output
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Physical Appearance
Streetwear Casual Business Smart Business /
Casual Casual Informal
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ADVANTAGES OF NON-VERBAL
COMMUNICATION
The advantages of non-verbal communication are:
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- Helps to communicate with deaf people.
- Helps to communicate in silent zones.
- Helps to communicate secrets.
- Helps to communicate with a distant person.
- Helps to make conversation short and brief.
- Helps to save on time
- Helps to communicate with people who don't understand our language.
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DISADVANTAGES OF NON-VERBAL
COMMUNICATION
The disadvantages of non-verbal communication are:
- We cannot have long conversation.
- Difficult to discuss the particulars of the message.
- Difficult to understand and requires a lot of repetition.
- Cannot be used as a public tool for communication.
- Less influential and can not be used everywhere.
- Not everybody prefers to communicate through non verbal communication.
- Cannot create an impression upon people/listeners.
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This download link is referred from the post: VTU MBA Lecture Notes - 1st Sem, 2nd Sem, 3rd Sem and 4th Sem || Visvesvaraya Technological University
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