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

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Presentation on theme: "Communication Communication is the process of passing information(sending)and understanding (receiving) the same from one person to another through verbal."— Presentation transcript:

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


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