Unit 2 business communication

1. Unit 2- Business Communication
Types of Communication:
Oral Communication

2. Meaning of Oral Communication
• Oral communication is the process of expressing
information or ideas by word of mouth.
• It is the process of verbally transmitting information
and ideas from one individual or group to another.
Oral communication can be either formal or
informal. Executive spend 60 to 90 percent of their
time talking to people. Face to face conversations,
group discussions, counseling, interview, radio,
television, telephone calls etc. is used to express
meaning in oral communication.

3. • According to Ricky W. Griffin, “Oral
communication takes place in face-to-face
conversations, group discussions, telephone
calls and other circumstances in which spoken
word is used to express meaning.”

4. Principle of effective oral
communication
The principles of oral communication are discussed below:
• Clear pronunciation: Clear pronunciation of message sender
in the main factor or oral communication. If it is not clear, the
goal of the message may not be achieved.
• Preparation: Before communicating orally the speaker should
take preparation both physically are mentally.
• Unity and integration: The unity an integration of the speech
of the message sender is a must for successful oral
communication.
• Precision: Precision is needed to make oral communication
effective. The meaning of the words must be specific.

5. • Natural voice: The speaker’s must not be fluctuated at the
time of oral communication. On the other hand artificial voice
must be avoided.
• Planning: Organized plan is a must for effective oral
communication. The speaker should take proper plan for
delivering speech.
• Simplicity: The speaker should use simple an understandable
words in oral communication. It should be easy and simple.
• Legality: The speaker’s speech should be legal and logical at
the time of oral communication.

6. • Avoiding emotions: At the time of oral discussion, excessive
emotions can divert a speaker from main subject. So, the
speaker should be careful about emotion. The speech must be
emotionless.
• Vocabulary: Words bear different meanings to different
people in different situations. In oral communication, a
speaker should use the most familiar words to the receiver of
the message to avoid any confusion in the meaning of the
words.

7. Techniques of effective speech
1) Deliver a performance, rather than a speech. A speech is
primarily about the words that you speak, but a
performance is so much more. It’s inflection, gesture,
tension, resolution, and suspense.
2) Use the power of eye contact. Bill Clinton was the master of
eye contact. Members of the audience during his speeches
felt like they were leaving after having made a personal
connection with Clinton – every single one of them. Your
audience is made up of individuals, and you should make an
effort to make eye contact with each of them. Eye contact
makes a person feel personally engaged in a speech, and
engaged listeners are much more likely to be persuaded.

8. 3) Don’t hide behind the dias- It’s a barrier between you and
your audience, and you must step out from behind it. Not only
will your movement keep folks from falling asleep, but they’ll
perceive you as more open and accessible if you’re out in the
open rather than hiding behind a big wooden barrier.
4) Posture matters! Don’t ever, ever slouch. It looks weak, and
your message will inevitably be diluted by what your audience
perceives as a lack of confidence. Stand up straight and keep
your shoulders back.

9. 5) Tell compelling stories. The power of storytelling lies in the
images that your audience will create in their heads as you spin
your yarn. Rather than just loading folks up with information, if
you tell a story, you’re making them active participants in your
performance.

10. Listening & Its Art
• Listening is the active process of receiving and
responding to spoken (and sometimes
unspoken) messages.
• Listening is not just hearing what the other party in
the conversation has to say. "Listening means taking
a vigorous, human interest in what is being told us,"
said poet Alice Duer Miller.

11. Types of Listening
DISCRIMINATIVE LISTENING :Discriminative listening is the type of listening,
whereby the difference between difference sounds is identified. If listener
cannot hear differences, then they cannot make sense of the meaning that is
expressed by such differences.
CRITICAL LISTENING :Critical listening is listening in order to evaluate and
judge, forming opinion about what is being said. Judgment includes assessing
strengths and weaknesses, agreement and approval.
BIASED LISTENING :Biased listening happens when the person hears only
what they want to hear, typically misinterpreting what the other person says
based on the stereotypes and other biases that they have. Such biased
listening is often very evaluative in nature.

12. • SYMPATHETIC LISTENING :In sympathetic listening we care
about the other person and show this concern in the way we
pay close attention and express our sorrow for their ills and
happiness at their joys.
• THERAPEUTIC LISTENING:In therapeutic listening, the listener
has a purpose of not only empathizing with the speaker but
also to use this deep connection in order to help the speaker
understand, change or develop in some way.

13. ESSENTIALS OF EFFECTIVE LISTENING
Effective listening is actively absorbing the information given to
listener by a speaker, showing that person is listening and
interested, and providing feedback to the speaker so that he or
she knows the message was received.
• ATTENTION :Attention may be defined as the visual portion of
concentration on the speaker. Through eye contact and other
body language, we communicate to the speaker that we are
paying close attention to his/her messages.
• BODY LANGUAGE :A lot of communication is non-verbal.
Therefore, one need to pay attention to the body language
and that of the speaker while engaging in a conversation.

14. • EYE CONTACT :Eye contact is important when listening. If
listener give the speaker the impression of not being
interested and are distracted, they may never open up again.
• REASSURE THE SPEAKER : Communicating and letting the
conclusion of the conversation, known to the speaker is a
good practice. Making it clear that listener is open to further
discussion .
• DO NOT INTERRUPT : Not interrupting the speaker with what
they feel or think about the "telling". Instead, wait for the
other person to ask the opinion before breaking the flow of
their discourse.
•

15. • ANALYZE THE TONE :Volume and tone both add to what someone is
saying. A good speaker will use both volume and tone to their advantage
to keep an audience attentive; everybody will use pitch, tone and volume
of voice in certain situations – let these help listener to understand the
emphasis of what is being said.
• EFFECTIVE USE OF SILENCE :For effective active or empathic listening use
silence appropriately. Allow for comfortable silences to slow down the
exchange. Give the person time to think as well as talk.

16. Media of oral communication
• Face-to-face conversation - when two or more
persons talk to each other and see each other
physically, it can be termed as face to face
Communication. It is one kind of two-way oral
communication as both the parties are involved here
in conversation.
• Teleconference- A teleconference is a telephone
meeting among two or more participants involving
technology more sophisticated than a simple two-
way phone connection. At its simplest, a
teleconference can be an audio conference with one
or both ends of the conference sharing a speaker

17. • Press Conference- press conference is an event organized to
officially distribute information and answer questions from
the media. Press conferences are also announced in response
to specific public relations issues.
• Group Discussion - "Group Discussion", popularly labeled as
GD, is a methodology used by an organization (company,
institute, business school, etc.) to gauge whether the
candidate has certain personality traits. GDs form an
important part of the short-listing process for recruitment or
admission in a company or institution. In this methodology,
the group of candidates is given a topic or a situation, typically
given some time to think about the same, and then asked to
discuss it among themselves for a specific duration