ASSIGNMENT

Subject – Business
Communication

Submitted by : Anurag shukla

Q1. What is Oral Communication? Describe the advantages
and disadvantages of Oral Communication?
Oral communication-
It is transfer of information from sender to receiver by means of
verbal and visual aid. Examples of oral communication include
presentations, speeches, discussions, etc.
Though the message is conveyed through words, most of the times
oral communication is effectively carried out with the help of non-
verbal communication like body language and tone modulations. Oral
communication is also at times mixed with visual aid to help establish
the conveyed message in a clear manner.

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.

Advantage-
The biggest advantage of oral communication is that it provides
immediate feedback to both the sender and the receiver. Each can
therefore ask for clarification and elaboration on the spot.
The speaker can immediately understand the reaction of the audience or
group, s/he is addressing while the hearers get a number of clues about
how their behaviour is being perceived by the speaker.

Time Saving-
Oral communication is very fast. It saves the time involved in writing the
message and delivering it through a channel like the postal or courier
services.

Economical-
Oral communication saves the money spent on stationery and the channel
of communication.

Personal Touch-
Oral communication builds up a healthy climate in the organization by
bringing superiors and subordinates closer. It is also an effective tool for
persuasion.
 Flexibility-
Oral communication provides an opportunity to the speaker to correct
himself and make himself clear by changing his voice, pitch, tone, etc. A
number of other factors like context, body language, etc. can be used to
reinforce and modify what is spoken through the words.

Secrecy-
Oral messages can be more easily kept confidential than written
messages. All one has to do is to ensure that there is no one within the
hearing or recording distance.

Group Communication-
Oral communication is extremely useful for communicating with groups
in meetings, conferences, etc. No classroom teaching would be possible
without oral communication.

Effectiveness-
Because oral communication involves the real or virtual presence of both
the parties, therefore, the message transfer is more effective and that helps
in achieving the goal of the communication more efficiently.

Persuasive power
Persuasion is the process of guiding people toward the adoption of an
idea, attitude or action by rational means. It relies on “appeals” and
convincing arguments. We live in a world where persuasive oral messages
are around us.

Disadvantages-

Poor Retention-
The listener cannot retain oral messages in his memory for a long time.
The speaker himself may not recall what he actually said.

No Record-
Oral communication does not provide any record for future reference.
In the absence of a record, oral messages have no legal validity.

Time Consuming-
Oral communication may not always be time saving. Precisely because
there is no binding medium like a page or a book, this form of
 communication is virtually endless. Sometimes meetings continue for a
long time without arriving at any satisfactory conclusion.

Misunderstanding-
Oral communications are likely to be misunderstood due to poor
expression and noise. The speaker may not be able to make himself
quite clear or the listener may be inattentive. This is likely to be truer
when the two individuals are not on good terms with each other.

Lengthy Messages-
Oral communication is not suitable for transmitting lengthy messages.
Some parts of vital importance may not receive adequate attention.

Lack of Responsibility-
Oral messages are not recorded. Therefore, it becomes difficult to hold
persons responsible for mistakes, inaccuracy or falsity in oral
communication.

Imprecise-
People usually take less care when speaking than when writing.
Therefore, spoken words tend to be less precise than written words.
Often the exact point the speaker is trying to make is lost in a mass of
words.

Q2. Explain the principles of successful oral communication.

 Courteous-
Courtesy costs nothing but can earn many things. So, a speaker
should be courteous while addressing listeners. It helps create
a good impression in the mind of listeners regarding the
speaker.

 Attractive presentation-
It is another principle to make oral communication effective. A
speaker should deliver his speech in very nice and sweet
language so that the receiver is attracted to take part in the
communication.

 Well-Planned-
Before presenting something, there should be proper planning
 regarding the audience, topics to be delivered, timing, and
other factors: So, a person must be well-prepared to deliver his
speech.

 Clear pronunciation-
To make oral messages meaningful to receivers, words should
be clearly and correctly pronounced. There should not be any
lack of clarity, otherwise, the communication would be
confusing.

 Brevity-
Effective oral communication desires that a message should be
brief. If the sender took a long time for talking, his message
may not get the attention of the receiver.

 Precision-
Precision is needed to make oral communication effective.
There should not be any confusing words rather a message to
be delivered should be specific so that there is no
misunderstanding.

 Natural voice-
Any sort of unnatural voice may distort the message. A natural
voice can do a lot to make oral communication effective.

 Logical sequence-
Ideas should be organized in a sequential way to make the
message communicative and attractive. Unorganized ideas do
not provide a clear sense while a logical sequence of ideas gives
a clear sense.

 Controlling Gesticulation-
The speaker on many occasions, consciously or unconsciously,
gesticulates for expressing his ideas or thoughts. This is a habit
and should be avoided. Otherwise, the application of such a
habit may lead to % disinterest of the audience.
  Suitable words-
Words have different meanings to different people in different
situations in oral communication, a speaker should use
common, simple, and familiar words so that the receiver can
react to the message without any problem.

 Avoiding Emotions-
Speaker must control his emotions to make oral
communication effective. Too much emotion will take the
speaker away from the main subject.

 Emphasis-
The speaker must be knowledgeable regarding the portion of
the speech where he should give emphasis. Giving emphasis on
respective points will help draw the attention of the audience.

Q4. Define the reflection and empathy- two side of effective

oral communication.
Reflection-
Reflecting is the process of paraphrasing and restating both the feelings
and words of the speaker.
The purposes of reflecting are:
To allow the speaker to 'hear' their own thoughts and to focus on what
they say and feel.
To show the speaker that you are trying to perceive the world as they see
it and that you are doing your best to understand their messages.
To encourage them to continue talking. Reflecting does not involve you
asking questions, introducing a new topic or leading the conversation in
another direction. Speakers are helped through reflecting as it not only
allows them to feel understood, but it also gives them the opportunity to
focus their ideas. This in turn helps them to direct their thoughts and
further encourages them to continue speaking.
 Two Main Techniques of Reflecting:
 Mirroring-
Mirroring is a simple form of reflecting and involves repeating almost
exactly what the speaker says. Mirroring should be short and simple. It
is usually enough to just repeat key words or the last few words
spoken. This shows you are trying to understand the speaker’s terms
of reference and acts as a prompt for him or her to continue. Be aware
not to over mirror as this can become irritating and therefore a
distraction from the message.

 Paraphrasing-
Paraphrasing involves using other words to reflect what the speaker
has said. Paraphrasing shows not only that you are listening, but that
you are attempting to understand what the speaker is saying

Empathy-

Empathy I defined as the ability to identify and understand another’s

situation, feelings, and motives. As a naturally empathetic person I never
really paused to consider this personality trait as a professional asset.
However, as I began to reflect on the fabric of my current business
relationships, I realized that my natural, empathetic communication style
has been a major factor in the majority of my most successful,
meaningful, and profitable business relationships.