1. Communication Communication is the process of passing information(sending)and understanding (receiving) the same from one person to another through verbal and non verbal means

2. Oral Communication Also known as verbal communication
Oral communication takes place in face to face conversations ,telephone calls and other circumstances in which spoken word is used to express meaning

3. Oral communication Advantages
Immediate Feedback
Personal Touch
Group Communication
Secrecy

4. Need for learning OC skills
It does not matter what you say, what matter is how you say it.
To help problem solving
To resolve conflicts
To influence people
To persuade other
To be assertive without being aggressive
To develop listening skill
To be an effective negotiator
To make a proposal

5. Objectives of oral communication in business
Meetings, discussions, negotiations, seminars, presentations, interviews, peer conversation, subordinate instructions and telephonic conversation.
Choice of form of communication
Oral and written

6. Written communication
Oral communication
Written communication
More personal & informal
Better for complex & difficult subjects, facts & opinions
Makes immediate impact
Better for keeping records of message
Opportunity for interaction & Feedback
Opportunity to refer back
Helps to correct
Can be read at receiver’s convenience or pleasure
Better for conveying feelings and emotions
Can be revised and circulated

7. Written communication
Oral communication
Written communication
Demands ability to think coherently as you speak
Never know if the message is ever read
Uttered words can not taken back
Impersonal and remote
Hard to control voice pitch and tone, especially under stress, excitement or anger
Immediate feedback is not available for correction on the spot
Very difficult to be conscious of our body language
Reader is not helped by non-verbal cues that contribute to the total message
Time consuming
Many people don’t like to read

8. Principles of successful oral communication
Talking is to be heard and understood by the listener
Have the rhythm and tone of a living voice
Language that Is free from long winding sentences, clichés, old-fashioned words and phrases.
Commonly used words, short and simple sentences
The pitch of voice wrt distance of listener
Tone wrt accent of sincerity & confidence
Body language
7 % verbal + 38 % Tone of voice + 55 % visual factors

9. The nature of the spoken words
Correlation between pace of speaking & rate of listening
Research has established that an individual speaks nearly 125 words a minute, and the brain of the listener processes nearly 4-5 times more rapidly
What is fluency
Fluency usually means Ease as a condition of speaking but a fluent speaker is one who is heard with ease
Listener has to strain his mind to receive, register, interpret the message heard
Distinct and connected words

10. Characteristics of effective OC – Francis J Bergin
Candidness (frank/open)
Clarity
Completeness
Conciseness
Concreteness (Being Specific)
Correctness
Courtesy

11. Consider the objective
Think about the interest level of the receiver
Be sincere
Simple and familiar language
Be brief and precise
Avoid vagueness and generalities
Give full facts
Assume nothing
Use polite words and tone
Cut out insulting message
Say something interesting and pleasant to the recipient
Allow time to respond

12. Barriers to effective OC
Status
Halo effect
Complexes
Closed and all knowing mind
Poor retention
Pre mature evaluation and hurried conclusions as distortions
Abstracting
Slant
Cognitive dissonance
Language barrier

13. What is conversational control
Skills of listening and talking in a positive and meaningful way at an appropriate time
Techniques of changing the direction of conversation smoothly
The ability to allow a discussion to develop along key issues in an uninterrupted way towards the desired end
Does not mean control of someone’s conversation

14. In business following situation require application of OC
How to sell or buy
How to negotiate
How interview
How to participate in meeting
How disagree without being rude
How protest without offending
How to complement/praise
How to respond to personal criticism

15. Interpreting signs and signals
Visual indicators
Signs given and signals received
Body movement, gesture
Smile, eye movements, drinking of water during a speech

16. Sequential conversation Reflection and empathy
Logical link between speaker and listener
Reflection and empathy
Take interest in speaker
Pick up the cue and reflect upon their meaning
The purpose of reflecting on something is to help the other person see his/her feelings and ideas with greater clarity and precision.

17. Sense of time as a skill
In one to one conversations/discussions, the desire should not be to monopolize conversation. Passive listening generates disinterest and boredom.
Interactive sessions, humorous, illustration, cases

18. Summarizing as integral skill of oral communication
Assurance of understanding the facts of presenter
Before giving opinions or response you should recognize, analyze and evaluate what the other person has said
Comprehension of the given facts
Receive and understand the true meaning of words spoken by the other person

19. Look away from the person
Two sides of effective communicating – Listening and presenting
Good listener
Do not interrupt
Remain patient
Make eye contact
Show interest
Look attentive
Concentrate
Ask open questions
Poor listeners
Over talkative
Inattentive
Interrupt
Impatient to talk
“yes, but..” approach
Very critical
Poor concentration
Look away from the person

20. Be an effective presenter
Present facts not your opinions
Keep to the point
Keep the listener’s interest in mind
Support your argument with suitable examples
Ask for feedback and answer questions honestly
Make eye contact
Avoid being vague

21. Application of conversational control
Meetings
“we are drifting away from the point’,
“ let us keep to our agenda”
Agenda as a control
Advance circulation of agenda papers
It create the necessary framework for holding discussions in a guided sequence.
They also act as cues to keep the discussion to the point
Sequence of discussion – how and in what time
Understand the issues

22. The chairperson The procedure Discussion – uncontrolled conversation
Control the conversation and focusing on important issue
Creating conditions for sequential, linked, and meaningful discussions for solutions
Begins meeting on schedule
Discussion – uncontrolled conversation
The chairperson regulating it

23. To be assertive without being aggressive
The skill of avoiding parallel conversation and ensuring linked sequential conversation and disagreeing without offending and asserting without being rude is basic for the smooth conduct of business in a meeting
To be assertive is to be confident.

24. Negotiation through conversation control
Conversational attack and controlled response
Cool facts/change the direction

25. THANK YOU