Bangladesh Institute of Bank Management (BIBM)

EMBM 7th Batch 1st year 1st Term

Business Communication and Report Writing (501) Group Assignment Submitted to ASHRAF AL MAMUN Associate Professor Subject: Oral Communication (Forms, Objectives, Merits, Limitation and Essentials)

Submitted By Group #2 Members: Abdullah (701206) Nazmul (701207) Tonmoy (701208) Masud (701209) Mustafij (701210)

Oral Communication
Communication: We know the action or process of communicating is communication. There are two types of communication based on the channel used. Which are: 1. Verbal communication and 2. Non verbal Communication. Verbal Communication: Verbal communication refers to the form of communication in which message is transmitted verbally which means communication is done by mouth and a piece of writing. Oral Communication: Oral Communication describes any type of interaction that makes use of spoken words. Forms of Oral Communication: There are two forms of oral communication. 1. Face to Face Communication and 2. Communication using mechanical devices for oral communication. Face to Face Communication: Face to Face Communication means exchange of information, thoughts and feelings, when the participants are in the same physical contact. There are six broad types of face to face communication. Which are: 1. One on One Speaking (e.g. student-student or student-teacher) 2. Small group or team base oral work (e.g. any sort of group activity or Smaller-scale settings for discussion, deliberation, and problem solving) 3. Full class discussion or meeting (e.g. a class lecture). 4. Debates and deliberations. 5. Speeches or presentation. 6. Oral Examination (Viva-voce, Job Interview, Quiz contest etc) Communication Using Mechanical Devices: There are four broad type of communication which involves devices like mechanical and or electrical. Which are:

1. 2. 3. 4.

Radio, Television and other similar device. Speaking tubes or Microphone. Intercoms. Telephones and cellular phones.

Objectives of Oral Communication:

Objective of oral communication is that all organizational or individual are geared towards fulfillment of necessity through effective communication which also time, money and effort savings and which results greater prosperity for one and all. Effective oral communication and feedback implies greater harmony in individuals work, team work, and quicker decision-making, quicker problem-solving and quicker conflict resolution.

Merits of Oral Communication:

1. Oral Communication Saves Time: In a number of cases where action is required to be taken immediately, it is best to transmit a message orally. When the work load builds up, the harassed executives stop writing; they reach for the telephone or call a snap conference, or just walk down the corridor and give oral instructions to somebody. It helps them to expedite work. Within half an hour their load is off their head, and their equanimity and poise are restored. 2. In most of the cases oral communication saves money also for example when communication is within the organization. 3. Speech is a more powerful means of persuasion and control . Therefore executives often prefer to transmit message orally. 4. With the help of variation in the tone, pitch and intensity of voice , the speaker can convey shades of meaning which he would not be able to do through written communication. This factor also contributes to the efficacy of oral communication. 5. The speaker can get immediate feedback on whether it is creating a favorable impression on the receiver or antagonizing him, whether the receiver will agree or protest, or whether the receiver has clearly understood his meaning or is feeling confused or puzzled and he can modify and adjust his message accordingly. 6. Although the employees feel more secure when in possession of written message, they find the oral messages more reliable, for they get an opportunity for feedback and clarification.

7. The informal plane on which the oral communication is mostly carried out helps to promote friendly relations between the parties communicating with each other. 8. Oral communication is extremely useful while communicating with groups at assemblies, meetings etc.

Limitations of Oral Communication:

1. Oral Communication is not possible if the communicator and the receiver are far removed from each other and no mechanical devices are available to connect them. 2. Lengthy message are not suitable for oral transmission. There is every possibility of something of vital importance being missed. 3. Oral message cannot be retained for long time. In about a months time, not more than twenty percent of the original message may have been retained. Since these messages are nowhere to be found in the record books, we cannot refer back to them in future. 4. Oral message do not have any legal validity unless they are taped and made a part of permanent record. 5. Although oral messages offer a greater opportunity for clarification, there are also inherent in them greater chance of misunderstanding. The speaker often gives the message without having properly organized it earlier. So, it is quite possible that he may not be able to make himself quite clear. Or the receiver may miss the message on account of his inattentiveness. 6. In oral message, responsibilities for mistakes, if any, cannot be specifically assigned.

Essentials of Oral Communication:

1. Brevity: People took pleasure in talking, so oral communication tends to suffer from over communication. But if a speaker keeps on talking for long, his message might get lost in the cloud of unnecessary words. That is why it is important to keep the message as brief as possible. 2. Precision: Precision is very important as it can make oral communication very effective. For example instead of saying total these invoices as early as possible , it is preferable to specify the time and say could you kindly total these invoices and bring them back to me in half an hours time .

3. Conviction: A person communicating orally must have conviction in what he/she says. Lack of conviction causes lack of confidence, because of which he/she ma not be able to impress the receiver with the message. 4. Logical Sequence: Jumble ideas create confusion, while logically arranged idea make the message forceful. 5. Appropriate word choice: Words have different meaning for different people. So it is important to be careful in the choice of words. In oral communication, it is more important to use the terms familiar to the listener rather than the terms that are familiar to the speaker. 6. Avoiding hackneyed phrases and clichs: Speakers often use of hackneyed words like what I Mean, you know, isnt it , I see , for example, etc. Such phrases interrupt the flow of their speech so they should exclude it from their speech 7. Right use of paralinguistic elements: Pronunciation, tone, pitch, pace, stress, and pauses are paralinguistic elements. These are related to language though these do not fall in the realm of language. An oral message may be misunderstood if these elements are not used properly. 8. Congruity between verbal and non-verbal media: While speaking to others, we unconsciously use facial expression, gesture and body movements. These elements also convey a meaning. So, if we want our meaning to be conveyed accurately, there must be congruity between the words we speak and our body language. 9. Attentive Listening: Since communication is a two way-way process, attentive listening is as vital to effective oral communication as clear and precise speaking. 10. Natural Voice: Some speakers deliberately cultivate an affected style under the impression that it would make them look more sophisticated. The most effective speech is that which is correct and at the same time natural unaffected. 11. Finding the right register: People belonging to the different social, cultural and educational levels, use different kinds of language and uneducated people use more nouns, more verbs, and uneducated ones. An efficient communicator senses distinctions of this type and adjust his speech according to the needs of the listener.

Thats all for now about oral communication.