Oral Communication

Concept:

➦ Oral communication is not only just speaking or listening to someone. Visual Communication and nonverbal expressions are an integral part of Oral Communication process.

➦ Therefore, the technical communicators should properly use these fundamentals of oral communication to enhance their oral communication.

➦ In many of the school and colleges oral communication class has been an very important part of the education curriculum which will help in enhancing their oral skills. This will lead to improvement in their oral and written communication skills.

➦ Oral communication is the process of exchanging information and ideas through spoken language. This can happen in person through face-to-face interaction or through an electronic device such as a phone, video platform, or radio.

➦ Communication through oral means such as a staff meeting, webinar, or workshop is the most effective way for businesses to transmit information verbally.

➦ It is important to communicate verbally in order to establish trust and reliability. Oral communication is much more effective than an email or a text message.

➦ When it comes to important and sensitive conversations, such as salary negotiations or conflict resolution, oral communication is often the best way to get your message across, avoid misunderstandings, and minimize confusion.

➦ In addition, oral communication is vital to understand people around you, both professionally and personally.

➦ It enables us to solve problems and is an essential component of learning a language. Moreover, it allows people to exchange information rapidly as well as express emotions during conversations.

Forms of Oral Communication

➦ The forms of oral communication are as follows:

1. Interpersonal:

➦ A form of oral communication is interpersonal when two or more people communicate with each other. This typically occurs when people meet in a social setting.

➦ Unlike public speaking or presentations, interpersonal communication occurs in a face-to-face or direct interaction setting, where individuals engage in a dialogue or conversation.

➦ Interpersonal communication is often personalized and tailored to the specific individuals involved. It takes into account the relationship, context, and mutual understanding between the participants. 

2. Intrapersonal:

➦ When you talk to yourself, you are engaging in intrapersonal communication. Intrapersonal communication is not often emphasized. People who are about to make a decision usually engage in intrapersonal oral communication.

➦ It has been found that intrapersonal communication increases self-awareness and mindfulness. Intrapersonal communication serves various purposes, including self-reflection, decision-making, problem-solving, goal-setting, and self-expression.

➦ It enables individuals to clarify their values, priorities, and aspirations, leading to personal growth, self-awareness, and emotional well-being. 

3. Group:

➦ Typically, oral communication occurs in groups of five to ten people (as the name implies). This kind of communication is intended for relationships and companionship.

➦ At work, group communication occurs to discuss project complexities and to work collaboratively. Group oral communication can take place in various contexts, including meetings, discussions, brainstorming sessions, presentations, and team collaborations.

➦ In this form of communication, each member of the group has the opportunity to speak, listen, and engage with others, fostering collaboration, problem-solving, and decision-making. 

4. Public:

➦ During this type of communication, a speaker and an audience participate. Public speaking is another name for this form of communication.

➦ There is no limit on the size of the audience – from a few people to hundreds of thousands. For this form of communication to be effective, excellent persuasion skills are required.

5. Mass:

➦ A mode of mass communication is used to transmit messages from one party to another. Using a variety of modes such as TV, radio, internet, etc., a message is sent from the sender to the people across the globe.

➦ The goal of mass oral communication is to convey a message effectively to a wide audience, influence opinions, shape perceptions, or inspire action.

➦ It relies on clear articulation, persuasive techniques, and engaging delivery to capture the attention and interest of listeners.

6. Corporation:

➦ The term “corporate communication” refers to all communications that take place within the corporation. Every conversation, from talking to employees to talking to coworkers, falls under the same category.

➦ An organization’s all-round development depends on a good and healthy corporate communication.

➦ Effective corporate communication is essential for ensuring alignment with organizational goals, maintaining employee morale, fostering teamwork, managing crises, building brand reputation, and enhancing relationships with stakeholders.

➦ It involves various channels such as meetings, emails, memos, reports, intranet platforms, social media, press releases, and corporate events.

7. Intercultural:

➦ Communication between people who hold different cultural beliefs occurs interculturally. Communication of this type requires excellent skills since not only language knowledge is important, but also emotional intelligence plays a significant role.

➦ Intercultural communication involves navigating differences in language, norms, values, customs, beliefs, and communication styles to foster mutual understanding, respect, and collaboration.

➦ Effective intercultural communication requires cultural sensitivity, empathy, adaptability, and openness to different perspectives.

➦ It also involves the ability to recognize and manage cultural differences, avoid misunderstandings, overcome barriers, and build rapport across cultural boundaries. 

Ways to enhance Oral Communication

Some of the ways to enhance oral communication are:

1) Seek Professional Help:

➦ Improved oral communication can benefit from this. Expert guidance may be sought to enhance communication skills.

➦ Furthermore, such coaching conducts their practice sessions so you will be able to improve.

➦ Organizations can also create an environment for their members to take professional guidance on improving their communication skills.

2) Practice:

➦ Communication skills can only be improved through practice. The first time you try communicating ideas, you may not be as effective, but if you keep working hard, you will eventually be able to communicate effectively.

➦ Organizations can conduct seminars and training sessions for their members to practice oral communication skills. It can be improved by using it more.

3) Informal and Formal Group communication:

➦ Communication with friends and colleagues can help you improve your communication skills. Ensure that your friends provide valid feedback on your efforts.

➦ Focus on the areas you need to improve from these feedbacks. Such communication can also help you improve your listening skills.

4) Enhance confidence level:

➦ The truth is, it doesn’t have to be as difficult as you may think. It’s just a matter of practice and guidance for anyone to improve their oral communication skills.

➦ Have confidence in yourself. Additionally, organizations should create a healthy atmosphere to prevent employees from feeling uneasy.

5) Self-evaluation:

➦ This is a very effective method of improving oral communication skills. Video recordings of solo sessions can be made and then evaluated to know their shortcomings.

➦ It will improve both confidence and communication style. Ensure that the recording sessions are not too large at the start.

➦ Along with this if you need there are also various online oral communication class available if you don not have the opportunity to have oral communication class in college.

➦ Oral communication can be made effective by the proper use of visual communication and non-verbal expressions which are explained below:

Oral Communication Using Visual Aids:

➦ Visual aids are one of the most powerful forms of communication as they are not limited to charts but can also include pictographs, pie charts, schedules, seating charts, financial statements, drawings, videos, slides or sketches.

➦ Visual aids can be very useful to a speaker because they help to add interest in the presentation, simplify the message and to increase the audience’s understanding.

➦ There are different kinds of people around us, some may not be auditory learners and can respond better to visual materials. Visual aids are often helpful to a speaker because they can highlight the most important points that the speakers wants an audience to remember.

➦ For some of the people, oral communication may be too fast, in that case, visuals aids help to grasp such presentations.

➦ Use the visual aid properly taking care of the copyright laws if you have taken it from other sources.

➦ Use the aid only to reinforce information and to make human contact, to engage the audience because too much visual information can be distracting, and audience members can be carried away by them instead of focusing on your presentation.

➦ Use proper size of images and text, etc. so that audience can easily understand it.

➦ If you are using booklets or other printed visual materials, make sure your audience have a copy of them. Highlight key points, if possible. Keep extra copies for unexpected participants. Use graphics and charts in a way their functions meet the purpose.

➦ Use the overhead projector properly, make sure the equipment is in good condition and works well. During the presentation, make sure your head or body does not cover the screen, is only means blocking the view.

➦ Focus on the audience, not the screen only meant to get to the audience effectively. Just like the screen, flip and posters should also be placed at the level of the eyes of the audience.

Oral Communication Using Nonverbal Communication

➦ Nonverbal communication between people is communication through sending and receiving wordless clues which include the use of visual cues such as body language (kinesics), distance (proxemics) and physical environments/appearance, of voice (paralanguage) and of touch (haptics).

➦ It is necessary to pay attention to the way you use your hands, the way you stand, and how much you move while delivering presentation effectively.

➦ Avoid waving your hands around too much because doing so can distract the audience from what you are saying.

➦ It is always not possible to maintain eye contact with a large group but tries to look at them often. Make everyone feel relaxed and positive by smiling.

➦ During the presentation never remain fixed in one place but also be careful not to walk forward backward all the time. Do not put your hands in your pockets and maintain a professional posture.

➦ Always keep your face and your screen directly visible and avoid blocking them to keep them visible to an audience. Vary the level of the tone a to avoid monotone.

➦ In meetings and interviews, sit professionally and upright and always pay attention to the speaker or the audience. Identify your nervous manners( biting fingernails, tapping your feet, sweating, breathing heavily, etc. ) so that you can overcome it.

➦ Practice and familiarize yourself with the content and structure of your meeting, interview presentation in advance. Increase your confidence to ease your nervousness.

➦ Arrive at the presentation place early, survey the venue and find out where you will be meeting or speaking. To feel calmer, you may also take a few deep breaths. Learn to genuinely connect with the readers so the fear becomes unreal.

References

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Smirti

(Founder of Management Notes)
MBA,BBA.

I am Smirti Bam, an enthusiastic edu blogger with a passion for sharing insights into the dynamic world of business and management through this website.

I hold a MBA degree from Presidential Business School, Kathmandu, and a BBA degree with a specialization in Finance from Apex College,

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