22 Oral Communication& its Types

Ipshita Bansal

1.      Learning Outcome

2.      Introduction

3.      Meaning of Oral Communication

4.      Principles of Oral Communication

5.      Types of Oral Communication

6.      Styles of Oral Communication

7.      Advantages and Disadvantages of Oral Communication

8.      Making Oral Communication Effective

9.      Summary

1.   Learning Outcome:

• After the completion of this module the students will be able to: Understand the concepts of oral communication.
• Understand the importance of the effective oral communication. Understand the types and styles of oral communication.
• Understand the advantages and disadvantages of oral communication. Learn how to make Oral Communication effective.

2.   Introduction

“Communication – the human connection – is the key to personal and career success.”

-Paul J. Meyer

Communication as we have understood in the previous modules is an activity that involves the exchange of ideas, information, feelings, and thoughts between the participants of the communication process to convey the right message through speech, signals, writing or behavior. Communication process involves a sender who intends to send the message through the medium to the receiver. Communication is important in the success of the organization and at the personal level also. An idea no matter how good it is will not be implemented if it’s not communicated effectively.

While communicating, people sometimes become biased by their emotions, thoughts, perceptions and their attitudes that act as a barrier to the effective communication of the message. So, to deliver the right message the need is to understand the viewpoint of the receiver also and then frame the message selecting the right kind of medium to transmit the message.

2.1. Types of Communication

There are two basic types of Communication

2.1.1. Nonverbal Communication

It is a form of communication where the message is being conveyed through non-word messages including cues. The examples of the Nonverbal communication include gestures, eye contact, body language, physical appearance etc.

2.1.2. Verbal Communication

It is a form of communication where the message is transmitted verbally through words i.e., orally or by writing the message.

Figure 1: Communication Types

Verbal Communication is of two types:

i. Oral Communication

ii. Written Communication

3.  Oral Communication

Oral communication is the process that uses spoken words. It is a process that involves face to face conversation, telephonic conversation, speech, radio, television, voice over the internet. This form of communication is more immediate than written communication.

3.1. Definition of Oral Communication

3.1.1.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.”

3.1.2. According to Bovee and others, “Oral communication expresses ideas through the spoken word.”

3.1.3. According to S. K. Kapur, “Oral communication takes place when spoken words are used to transfer information and understanding form one person to another.”

Hence we can say that oral communication involves transmission of messages from one party to another through spoken words.

3.2 Medium of Oral Communication :

3.2.1  Face to face communication

It means when the ideas, thoughts, emotions, viewpoint is exchanged face to face i.e., the participants are at the same place physically. This helps in creating connection and loyalty. People can judge easily about the intentions of the other person while communicating face to face. Examples of face to face communication involve meetings, group discussions, interviews etc.

3.2.2    With the use of the devices

In this type, the communication is done through, but not limited tofollowing devices –

Dictating machine Intercoms

Telephones and Cellular phones.

Computers using voice mail and video conferencing

4.       Principles of Oral Communication

4.1 Clear Pronunciation: In oral communication pronunciation of the words should be clear and correct. If the pronunciations are not correct the message will lack clarity and the receiver will get the distorted message, not the same as intended by the sender.

4.2 Proper Preparation: Before starting the oral communication the sender should be clear about the message to be transmitted. Also it is the responsibility of the sender to ensure that conducive environment is present for the effective speaking as well as effective listening. The sender should also ensure that the receiver is fully prepared and ready to listen.

For Example: If an executive wants to discuss an important operational matter with his superior then he should be very clear about what he wants to convey in clear terms. Also he should make sure that he talks to his boss when she is not engaged in some other important work or already some people are meeting so that she can give the executive undivided attention.

4.3 Precision: Oral communication will be effective if it’s precise with clear meaning of the message.

4.4 Natural Voice: The sender should not fluctuate while communicating orally and should use natural voice rather than artificial voice to avoid any distortion in the message.

4.5 Planning: The sender should plan beforehand for communicating effectively.

4.6 Simplicity: The sender should use simple, easy and understandable words while sending the

messages.

4.7 Avoiding emotions: In oral communication the sender might get over influenced by the emotions that might affect the communication process so a sender should control the emotions.

4.8 Efficiency:Efficiency means maximum meaning in minimum words. Speaker’s efficiency and skills plays an important role in effective oral communication.

4.9 Vocabulary: In oral communication, a speaker should use most familiar words to communicate because different people understand different meanings of the same words in different situations.

5    Types of Oral Communication

Figure 2: Types of Oral Communication

In this section, different types of oral communication have been discussed

I.   Intrapersonal Communication

It is a type of communication where a person holds conversation with oneself. It mainly arises when a person needs to make a decision in a certain situation or when the person is introspecting about one’s act or decisions. It involves critical analysis of the situation by the person himself or herself and instils self-awareness and mindfulness.

II.   Interpersonal Communication

In this communication type two or more people are involved. Interpersonal communication can be both in formal as well as informal setting. It is undertaken to take decisions, ponder over situations, finding solutions or simply talking informally.

III.   Small Group Communication

This type of communication takes place in a group of 5-10 people.In a formal situation small group communication is used for brainstorming, discussions related to official matters, jointly finding solutions to various problems, resolving conflicts etc. Small groups meet at the workplace, to discuss issues related to work, or for problem-solving or team-building purposes.In informal situations this form of communication fulfils the emotional needs like companionship, family bonding and affection or support. In learning institutions, students often form small groups that regularly meet for study discussions or to work collaboratively on projects. Small group communication can also take place at public places or with strangers for specific purposes.

IV.       Public Communication

Public communication, also known as public speaking, involves communication between a speaker and an audience. Speaker should try to inform or to persuade the audience to act, buy, or think in a certain way. A politician may make speeches on how he will be dealing with certain issues to win their votes. Public communication is a very important type of communication when a message has to be conveyed to a large number of people in one instance or when a large number of people have to be influenced. For this the speaker should know the important techniques of public speaking. These will be discussed in detail in a separate module

V.            Mass Communication

Communication that is sent out from a source to many receivers over a large geographical area, possibly all over the world is mass communication. It uses media like films, radio, videos and television.

VI.       Corporate communication

Communication that takes place among members of an organisation, within that organisation is corporate communication. Interacting in teams, conferencing with co-workers, talking with a superiors, giving employees explanations and directions, making presentations and interviewing people are some examples of corporate communication. Effective corporate communication is helpful in enhancing the corporate image and positively affect the morale, commitment, and productivity in corporations. Employees who feel like they are genuinely listened to by their managers are likely to have high job enthusiasm feel more committed to their company than those who do not feel listened to.

VII.       Intercultural Communication

Intercultural communication is communication between people of different cultures and ethnicity. The world is increasingly becoming a global village, and every country has people of various ethnicities. So while communicating in such a scenario diverse nature of the communicating people or parties have to be kept in mind. For example, in countries of Asia, students will seldom contradict or disagree with a teacher in the classroom as this shows disrespect. In Western institutions, it is the norm for students to think for themselves and engage their teachers in debate and discussion.

Examples of Oral Communications at workplace:

Meetings

Presentations and Lectures

Workshops

Group Discussions Interviews

Conferences

Telephonic Conversations. Voicemails

Conversations

6    Styles of Oral Communication

There are three styles of oral communication:

1.      Passive Communication style:

This type of style is adopted when one is unable to stand for one’s rights. While expressing his feelings the person is cautious and apologetic.In the case of conflict the person with this style will not be able to protect his rights and will be taken for granted due to not having the ability or willingness to take a stand. People with Passive communication style give out a message that they do not think that their views are also important. It helps people to escape anxiety and keep peace. Always accepting others’ views even if one does not actually agrees with them or not being able to say no to commands or requests also come under passive communication style. Passivity in communication leads to feelings of anger, resentment, victimisation and wanting revenge which ultimately lead to lot of stress and health problems. This is not an effective style of communication.

2.      Aggressive Communication Style: In this style the person standup aggressively for their rights and are likely to violate other people’s rights. Assertive communication style may make one believe that one can get what one wants by being aggressive. But such communication style is not sustainable as this reduces mutual trust and respect. People adopting aggressive communication style express their feelings and emotions in an inappropriate way, even though they may be aware that they are wrong. Theyimpose their views on otherswhich is likely to result in hurting the and feelings of others. This ultimately leads to lot of stress for both the parties and deterioration of relationship.

3.      Assertive Communication Style:This style is the balancing position between the above two styles- it is an empathetic way of communicating with people. People adopting assertive communication style stand up for their rights without violating the rights of other people. In this style person expresses viewpoint openly,honestly and politely but firmly. People with self confidence, high self esteem and knowledge about the situation or subject they are talking about adopt this style of communication. Assertive communication style results in creating win-win situations, improved decision making, earning respect from others and developing long term fruitful relationship with people.

http://hubpages.com/health/Assertive-Communication-skills-Magic-of-words

As we can see in the diagram the aggressive communication focuses on what the speaker wants and the passive communication focuses on what other people want. Assertive communication develops a balancing win- win situation of integration of what the speaker wants as well what others want.

What type of style a person select to communicate depends entirely on the self assessmenti.e., a judgment about one’sworth.

Assertive style is the best style for communication which depicts a win –win situation for the parties involved in communication process.

6.1 Strategies for Developing Assertive Style of Communication

1. Review the communication style:A communicator should introspect whether during oral communicationshestates his opinions or remain silent? Doeshe always say yes to a command or request even when he is already quite busy?Are people scared of him or want to avoid him when he is communicating ? If the answers to these questions is yes then communication style is Passive or Aggressive. The communicator needs to develop Assertive communication style.
2. Have Clarity of Goals: A speaker should be very clear about the goals of communication so that this clarity is manifested in his speech also and he is able to design his spoken words appropriately.
3. Rehearse the communication message: If it is stressful or challenging for the speaker to say what he wants or thinks, he should rehearse the communication message beforehand from a written script if necessary. With time, after repeating this strategy in some situations, assertive communication will come naturally to him.
4. Use ‘I’ Statements: Using I statement denotes what the speaker’s views are and he is firm about his views.Say what you want to say out loud.
5. Use clear and precise language: A speaker should use clear words and language which the audience can understand easily. Also to be assertive it is important that language should be precise and crisp to convey the clear message.
6. Use suitable nonverbal cues: The body language plays an important role.Upright posture,firm eye contact, steady voice and confidence should be maintained by the speaker while communicating.
7. Be emotionallystable. In challenging or conflicting situations, it is important to for the speaker to stay emotionally stable. A speaker during a communication process may be feeling angry, frustrated, or even weepy. Such emotions are barriers to effective communication. If the speaker feels too emotional going into a situation, it is advisable to wait for some time, practice remaining calm, take deep breadths and keep his voice even and firm.
8. Start with low risk situations: Practice the newly learnt assertive style of communication in low risk situations with friends or acquaintances before practicing it in high risk situations like communicating with theboss.

7. Advantages and Disadvantages of Oral Communication

7.1. Advantages of Oral Communication

The following advantages are provided by the oral communication.

Rapid Transmission of ideas

Oral Communication provides the rapid exchange of information no matters how far speaker/sender or listener/receiver is.

Quick Feedback

Oral communication provides the quick feedback as both the parties involved in the communication are in direct contact with each other. It also helps the speaker/sender in measuring the level understanding of listener/receiver through the facial expression/ body language/ gestures/ feelings of receiver.

Flexible

Oral communication has the feature of flexibility. It offers the flexibility in expressing the idea and using the power of words and the language according to the understanding level of the receiver.

Economical Source

Oral communication is economical source of the communication as the sender and receiver are exchanging information orally.

Personal Touch

Oral communication provides personal touch to the communication which is likely to help in building mutual trust and confidence between both the parties resulting in the better flow of information and ideas.

Minimizes misunderstanding

Oral communication provides the chance to both the sender and the receiver to remove misunderstanding as that there is no intermediary between the sender and the receiver.

Motivating

Oral communication is very useful for managers in motivating their employees. Through oral communication seniors when interact with their people with respect to decisions to be taken, listening to their grievances, appreciating them employees feel integral part of the organization which acts as the source of motivation for them.

7.2 Disadvantages of Oral Communication

Despite many advantages, oral communication has the following limitations too-

Not Suitable for lengthy messages

Oral communication is more useful and suitable for short messages because it is not possible for the receiver to remember the lengthy messages.

Not suitable for Policy matter

Oral communication is not useful for the important matters like policies, rules, technical information because this information is required to be preserved as record and complied with.

Lack of evidence

There is lack of evidence in the written form during the oral communication which can be referred to later. Hence such messages are not suitable with respect communication of rules and regulations, contracts etc.

Lack of clarity

Whenever the sender or receiver is in hurry then it will lead to misunderstanding. The lack of clarity can be due to many reasons in the oral communication such as noise coming from outside, voice not audible, mike clarity, noise in the telephone network etc.

Wastage of Time

Sometimes the speaker and the listener (specially in meetings) may distract from the agenda of the meeting and undergo lengthy conversation which leads to the wastage of the members time.

Presence of both parties is necessary

In the oral communication the presence of both the parties is necessary otherwise the process of communication cannot be completed.

8 Making oral communication effective

“The single biggest problem in communication is the illusion that it has taken place.” George Bernard Shaw

But this is not always the case. People speak and assume that the listeners have understood the message in the same way as was intended, which very often is not true. There are many barriers to communication about which we studied in Module 5 on Barriers of Communication,which creates distortions of message and thereby leading to wastage of time and resources. In this section we will discuss how to make oral communication effective despite the barriers.

8.1 Minimum use of technical jargon: Communication becomes less effective due to excessive use of technical jargon especially if the listener does not specifically belong the speaker’s specialised area. In oral communication the barrier is more challenging as listener of the message has to understand the message instantly and cannot take the hard copy with him to understand the message after referring to dictionary. So to make oral communication effective there should be minimum use of technical jargon.

8.2 Overcoming Emotional barriers and taboos: Some people may find it difficult to express their emotions, or may not be able to control their emotions so as to word them effectively in a message. So people should postpone the communication till the time one’s emotions are stabilised.

8.3 Breaking taboos: Some topics may be completely ‘off-limits’ or taboo which, due to the cultural norms of the society or the workplace are not freely spoken about. For example, illegal activity by a senior member of the organisation or sexual harassment at workplace or even need to make the organisation more gender friendly. It is the duty of the senior managers to create an environment where such taboos are broken and people feel comfortable.

8.4 Pay attention :Sometimes the receiver is busy with some other task or his mind is pre occupiedwith some other thought due to which he does not listen to the message with complete attention acting as barrier to oral communication. Consequently the message is not received as intended by the sender. So when ever communication is going on the listeners should commit to give their full attention to the speaker.

8.5 Ensure conducive Physical Environment: Sometimes the physical environment where the oral communication is taking place creates a barrier. There might be a lot of noise in the surrounding area due to which the speaker’s voice does not reach the listeners properly or the seating arrangement is such that listeners are not able to see the non-verbal cues, gestures, posture and general body language of the speaker due to which understanding is hampered. So before communicating, the speakers as well listeners should ensure that conducive environment is created for effective communication to take place.

8.6 Training to deal with language differences: In today’stimes there is a lot of diversity at work place. Not only the employees working in the same organisations may be having diverse mother tongue but they might be catering to different stake holders speaking different languages. This might limit the listener’s knowledge of the vocabularyof speaker creating a barrier in communication. Another issue related to language differences is, the same language , for example English being spoken in different accents making it impossible at times for the listeners to understand the unfamiliar accent spoken by the speaker. To deal with such language differences proper training should be given to the people concerned in the capacity of both listeners as well as speakers.

8.7 Overcoming prejudices: This can a be a barrier to oral communication because people don’t pay attention to the real message as intended by the speaker but assign meaning to the words keeping in mind who is speaking and may understand the message differently because of certain prejudice against the speaker. This prejudice may be due to his race, caste, colouror just the fact that the speaker had complained about the listener in the past.If people want to be effective communicators they should work on themselves to be free of prejudices and think rationally. Management on the other hand should conduct training for interpersonal communication.

8.8 Thinking beyond stereotypesIn the same manner stereotyping may also act as barrier to effective oral communication. For example because of gender stereotyping it may be believed by some people that women’s position in the organisation has to be subordinate to men. Such people will not comply with the verbal instructions given by a woman and will question every decision conveyed by a woman boss.Since such beliefs are the result of certain type of socialisation and hence difficult to change but efforts should be made by the top management of the organisation to bring about psychological changes in people through workshops and seminars.

8.9 Understanding cultural differences. The norms of social interaction vary greatly in different cultures, as do the way in which emotions are expressed. Also people belonging to different cultural backgrounds have different world views, that is, different way of looking at the world and its happenings. To be good communicators, people should develop an understanding of cultural differences among people. Organisations should provide diversity training to their employees, whenever the situation demands.

9.Summary

Oral communication is that communication in which the parties involved in the communication transmit the message through spoken form. In the general sense, oral implies anything relating to mouth. In the oral communication the sender and the receiver both exchanges their idea via speech through any of the channels used for communication such as face to face communication , conference, seminar, telephonic talk, video conferencing etc.

There are mainly two components of the oral communication-

1. Words which are used while communicating.
2. Manner in which the message is delivered.

Oral communication is an important medium of communication in the organization.