Principles Of Effective Oral Communication 533w2n

Principles of Effective Oral Communication

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Methods of Communication

Oral 1)Presentation 2)Audience Awareness 3)Critical Listening.

Written 1)Academic Writing 2)Revision and Editing 3)Presentation of data 4) Reports

Non-Vebal 1)Personal Presentation 2) Body Language.

 What is Oral Communication ? Oral communication is a process whereby information is transferred from a sender to receiver usually by a verbal means which can be ed by visual aid. For e.g. Discussions, speeches, conversations, announcements, communication through Television and Radio etc.

Definition of 

Oral communication: It is the conveyance of ideas and information in forms that can be

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listened to or spoken. Verbal Oral Communication: It is the conveyance of ideas and information in forms that can be listened to or spoken using words.

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Non Verbal Oral Communication: It is the conveyance of ideas and information in forms

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that can be listened to or spoken using no words. Examples of Non-verbal Oral Messages Intonations Grunts Sighs Pitch Volume Silence

Means of Oral Communication  Face to face talking  Meetings  Conference calls  Phone calls  Presentations  Video or audio recordings  Radio or TV  Internet  Other forms of oral communication

Essence of Oral Communication When to talk, when not to talk, but LISTEN. For e.g., In Group Discussions, Certain Etiquettes have to be followed. They are :1.Don’t call your fellow colleagues by their names

2. Don’t try to outwit others by showing your supremacy 3. Avoid personal comments

GD ETIQUETTES

4. Avoid pin pointing fingers at others 5. Always be calm and composed and appreciate the viewpoints of others.

6. Carry a pen/pencil and a notebook with you. 7. Don’t scream or shout. It’s not a debate competition. You should focus on modulating your voice to emphasize your points. But avoid shouting. 8. Don’t disrupt people much when they are speaking. You can do so when someone has deviated from the topic or has given some wrong or contradictory views. 

How to talk (Tone, Pitch, and Modulation).

Tone :- It Refers to the sound of distinct pitch, quality, and duration a note and The particular or relative pitch of a word, phrase, or sentence. ABOUT 38 % OF ORAL COMMUNICATION IS MADE EFFECTIVE THROUGH VOCAL AIDS

Tone is essential for effective Oral Communication because it reflects confidence, Strength, and Assurance. Pitch:- Use of Pitch in an effective way convinces the audience to believe in what you communicate. Modulation:- Modulation is when you control or adjust something, like when you lower your voice to a loud whisper in order to make what you're saying more dramatic and mysterious. It is very essential because certain contents need to conveyed sympathetically or empathetically to achieve effectiveness. Voice Modulation is a sign of the communicator’s maturity.

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Attitude

A settled way of thinking or feeling about something is known as attitude.

A QUOTE ON ATTITUDE BY JOHN C. MAXWELL

To Quote “People may hear your words, but they feel your attitude” – John C. Maxwell 1) Attitude is an important and integral part of communication because Effective Communication – in one-on-one encounters, meetings, on the phone, via e-mail and text, and anywhere else – starts with the right attitudes. Attitude of a person is judged on the basis of the following criteria:

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Tone:- Tone of voice, whether in written or oral messages, conveys your attitude toward the person receiving the message. For e.g., The tone used with young employee is not likely to be appropriate for an important prospective client. Audience :- In a single day, a manager might communicate many times with many people. Attitude and Tone must be adapted to the target audience. The tone must be adapted to the Listener Primarily. In crafting the message the, the primary audience’s attitude towards the subject matter should be considered. Goodwill :- Creating goodwill enhances the image of the Communicator . the communicator’ s attitude during interactions can promote goodwill or erode it. You can evince an attitude of goodwill by considering the concerns of the message receiver, focusing on what the receiver wants to know and protecting the receiver’s ego. This is called “you-attitude” approach. So to focus on the receiver, “I” should be eliminated. For instance, saying, “Your order shipped Monday” is better than “I shipped your order Monday." Context:- Context can change the perceived attitude of a message in dramatic ways. In business, Power dynamics must be considered when crafting a message. Communicating with a superior requires increased politeness and formality than you would use with peers. Use courtesy titles — Ms. and Mr. — and last names. Conveying a respectful attitude across cultures may require research, as standards of politeness differ.

Therefore considering the above points, it can be concluded that attitude plays an important role in Oral Communication.

Types of Oral Communication The Different Types of Oral Communication are :-

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Face to face. Video Conferencing. Telephone. Active-ive Communication. Interviews. Group Discussions. Presentations. Grapevine.

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Face to face :- Face to Face Communication may be defined as communication when the communicator transmits his message in person to the receiver in person verbally and even non-verbally. Thus face to face communication is both verbal and non-verbal. All face communication is oral, but all oral communication need not to be face to face For E.g. the telephonic talk is oral but not face to face. Video Conferencing :- Video Conferencing is the conduct of a video tele conference by a set of telecommunication technologies which allow two or more locations to communicate by simultaneous two way video and audio transmissions. Telephone:- It is a telephone meeting among two or more participants involving a simple two-way phone connection. It permits conversations to be carried on between people separated by almost any distance. STD (Subscriber trunk dialling), ISD (International Subscriber dialling) are popular in this type of oral communication. Active-ive Communication :- Active Communication is communication over a channel that demands high attention and response. A channel that is highly active will get the attention of a receiver and strongly compel that receiver to reply. Active communication, thus, tends to be more immediate, more synchronous, and overall, more likely to foster communicative exchange. These facets are present in channels like faceto-face communication or the telephone and less present in channels like email and text messaging. ive communication, on the other end of the spectrum, has both low attention- and response-demand. Communication over this channel does not signal the receiver to its existence nor require any response from the receiver. Interviews :- formal discussion between a hirer and an applicant or candidate, typically in person, in which information is exchanged, with the intention of establishing the applicant’s suitability for a position. The interviewee is asked questions either directly or indirectly to measure their knowledge, skills and patience. The different types of interviews are telephone interview, Face to Face interview, interview, Group interview, Competency Based Interview etc., Group Discussions :- A discussion group is a group of individuals with similar interest who gather either formally or informally to bring up ideas, solve problems or give comments. The major approaches are in person, via conference call or website. For etiquettes of a group discussion , please refer Page 2. Presentations :- The oral presentation means delivering an address to a public audience. It also refers to public speaking and/or speech-making. It is a brief discussion of a defined topic delivered to a public audience in order to impart knowledge or to stimulate discussion. Every oral presentation contains an introduction, main body and conclusion. Though it is a formal speech in nature or vocal performance to an audience, it may occasionally require adequate planning and thorough preparation in using one's voice, body language and visual aids such as slideshows to present and illustrate the points more effectively and to achieve the desired results. Grapevine :- To hear something through the grapevine is to learn of something informally and unofficially by means of gossip and rumour. The usual implication is that the information was ed person to person by word of mouth, perhaps in a confidential

manner among friends or colleagues. It is used to overcome the psychological barriers to effective communication, Both Written and oral.

Principles of Effective Oral Communication There are many Barriers to effective oral communication like Badly Expressed messages, words with different meanings, Faulty Translation, unclarified assumptions, technical Jargon, Body Language and gesture Decoding etc.,. To overcome these barriers and to achieve effectiveness, the principles of effective oral communication are followed. They are as Follows :

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Well Planned :- Before presenting something, there should be proper planning regarding the audience, topics to be delivered, timing and other factors: So, a person must be wellprepared to deliver his speech. Clear Pronunciation :- To make oral messages meaningful to receivers, words should be clearly and correctly pronounced. There should not be any lack of clarity, otherwise the communication would be confusing one. Brevity:- Effective oral communication desires that a message should be brief. If the sender took a long time for talking, his message may not get attention of the receiver. Precision :- Precision is needed to make oral communication effective. There should not be any confusing words rather message to be delivered should be specific so that there is no misunderstanding. Natural Voice :- Any sort of unnatural voice may distort the message. Natural voice can do a lot to make oral communication effective. Logical Sequence :- Ideas should be organized in a sequential way to make the message communicative and attractive. Unorganized ideas do not provide clear sense while logical sequence of ideas gives clear sense. Suitable words :- Words have different meanings to different people in different situations in oral communication, a speaker should use the common, simple and familiar words so that receiver can react to the message without any problem. Courteous :- Courtesy costs nothing but can earn many things. So, a speaker should be courteous while addressing listeners. It helps create good impression in the mind of listeners regarding the speaker. Attractive Presentation :- It is another principle to make oral communication effective. A speaker should deliver his speech in a very nice and sweet language so that receiver is attracted to take part in the communication. Avoiding Emotions :- Speaker must control his emotions to make oral communication effective. Too much emotion will take the speaker away from the main subject. Emphasis:- The speaker must be knowledgeable regarding the portion of speech where he should give emphasis. Giving emphasis on respective points will help draw attention of the audience.

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Controlling Gesticulation :- Speaker at many occasions, consciously or unconsciously, gesticulates for expressing his ideas or thoughts. This is a habit and should be avoided. Otherwise, application of such habit may lead to 100% disinterest of the audience.

Conclusion Therefore it can be concluded that effective oral communication is an indispensable part of our daily life and the corporate world. And effectiveness can be achieved through the application of the principles of effective oral communication.

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Nandan.M