SOFT SKILLS

UNIT- 1
COMMUNICATION
SKILLS
Soft or social skills (also called non-technical skills) are those personal
values and interpersonal skills that determine a person’s ability to
work well with others in a project team. Soft skills are needed to
deal with the external world and to work in a collaborative manner
with one’s colleagues.
 Communication can be
defined as the exchange
of information, ideas,
and knowledge between
a sender and a receiver
through an accepted code
of symbols.
COMMUNICATION

•Communication comes from the latin “Communis”, which means

“Common”.
•It is a process of exchanging information, ideas, thoughts, feelings and
emotions through speech, signals, writing, or behavior.
HOW TO COMMUNICATE

•In communication process, a sender (encoder) encodes a message and then

using a medium/channel sends it to the receiver (decoder) who decodes the
message and after processing information, sends back appropriate
feedback/reply using a medium/channel.

• People communicate with each other in a number of ways that depend

upon the message and its context in which it is being sent. Choice of
communication channel and your style of communicating also affect
communication.
 Types of Communication

Based On the Communication Channels used :

• There are two types of communication based on channel;
• verbal communication and nonverbal communication

verbal communication
•Verbal communication refers to the form of communication in which message
is transmitted verbally; communication is done by word of mouth and writing.
•Objective of every communication is to have people understand what we are
trying to convey.
• Verbal Communication is further divided into, two oral /spoken and written
communication-
a. Oral/Spoken Communication
• In oral communication, Spoken words are used. It includes face-to- face
conversations, speech, telephonic conversation, video, radio, television,
voice over internet.
• Examples of spoken communication that is used in the workplace
include conversations, interviews, counseling/helping colleagues,
meetings, conferences and so on.
• In oral communication, communication is influenced by pitch, volume, speed
and clarity of speaking.
b. Written Communication
•In written communication, written signs or symbols are used to communicate.
•A written message may be printed or hand-written. In written
communication message can be transmitted via letter, report, memo,
employee manuals and electronic mail used for internal communication.
•For communicating with external environment in writing, electronic mail,
Internet Web sites, letters, proposals, telegrams, faxes, postcards, contracts,
advertisements, brochures, and news releases are used.
 Non-verbal Communication
• Non-verbal communication is behavior, other than spoken or written
communication, that creates or represents meaning. In other words, it
includes facial expressions, body movements, and gestures. Nonverbal
communication is talking without speaking a word. It is very effective,
maybe even more than speech. As the saying goes, “Actions speak louder
than words”.
• Speech contains nonverbal elements known as paralanguage, including
voice quality, rate, pitch, volume, and speaking style, as well prosodic
features such as rhythm, intonation, and stress. On the other hand, written
texts have non-verbal elements such as handwriting style, spatial
arrangement of words, or the physical layout of a page.
 • Nonverbal communication is all about the body language of speaker.
• It helps receiver in interpreting the message received.

In non-verbal communication we use signs and symbols in the place of words to

express our thought and convey the message to the other person. There are certain
modes of non-verbal communication-
Kinesics- The physical movement of body and their study is known as kinesics. This is
also known as Science of body language.
Proxemis- This is also known as space language, which means the physical space
between the two communicators.
Sign Language- communication through various sign and symbols
Paralinguistic or Para Language- It studies vocal features such as voice quality,
volume rate, pitch, pronunciation pauses etc.
What
Typesisofthe communication process?
communication based on the communication
• The communication process is a dynamic framework that describes how a
message travels between a sender and receiver using various
communication channels. Its goal is to ensure the receiver decodes the
message correctly and can provide feedback with ease and speed.
• Technology in the workplace has made the communication process more
effective. A message is no longer communicated just through voice or
writing; it is also shared through audio, video, email and social media. A
communication process streamlines the flow of information and takes
advantage of multiple channels in the best way possible.
NUANCES & MODES OF DELIVERY

All of us have listened to more than our share of bad presentations. We have
sat through presentations that were delivered so haltingly that we could not
care what was being said. We would also have come across presentations that
were delivered smoothly but had practically put us to sleep, as the presenter
droned on endlessly. However, if delivered effectively and efficiently,
presentations can capture the audience’s attention without the risk of being
shuffled aside. We can reveal our enthusiasm to the audience better than any
other means of communication and can address their questions or objections
directly.
Nuances and Modes of Delivery
There are four main kinds of speech delivery- Impromptu, Extempore, Manuscript
and Memorized.
Impromptu Speech -An Impromptu speech is delivered at the spur of the moment
and is spontaneous. It is an unprepared speech, an example of which can be a toast
at a wedding or a reception party.
Extempore Speech - - An Extempore speech is a style used in public speaking
which uses an outline for the speech and some prior preparation. It is a mix of
spontaneous and prepared speech in the sense that the speaker can change the
speech as it goes. The speaker may speak using main points or a brief outline.
Manuscript Speech- When a speaker reads from a prepared speech, using a
manuscript, the style of speaking falls under this category. The entire speech
may be read out from notes or printed material. An example would be a
televised news report which a teleprompter reads out during a newscast.

Memorized Speech- When a speaker delivers a speech by memorizing it or

committing it to memory, it can be termed as a memorized speech. This kind of
delivery has its pros and cons. Such a speech may either appear effortless or not
very natural to the audience.
 Nuances or Modes of Delivery

Proper “planning” is the backbone of a good presentation. Equally important is the

“manner” of delivery. Nuances mean the special techniques of doing something.

Methods of Delivery

Memorized Speaking Extemporaneous Speaking

Manuscript Reading
Impromptu Speaking
 Memorized Speaking

In this method speaker memorizes the whole written message. It provides to the speaker
the sufficient amount of time to make an eye contact with the audience.
Advantages of Memorized speaking:
➢ It enables the speaker to say exactly what he wants to say in the time allotted.
➢ Speaker can notice the every possible reaction of the audience as he keeps a
continuous eye contact with them.

Disadvantages of Memorized speaking:

➢ It involves a great deal of time for memorizing the tough or technical terms.
➢ If one forgets one idea, usually it destroys the whole presentation.
 Manuscript Reading

This method of reading is generally used in occasions as-: speaking in a technical

situation, presenting a research paper at a seminar, speech at professional gathering or
speaking on radio or television.
Advantages of Manuscript Reading:
➢ It is a permanent and accurate record of whatever you have to say.
➢ It certainly proves effective and one of the most flawless presentations.

Disadvantages of Manuscript Reading:

➢ Speaker cannot make any change in the script, as it can create confusion.
➢ It should sound like a speech not like an essay.
 Extemporaneous Speaking

Extemporaneous speaking is generally the most effective method of speaking. In it

speaker prepares a list of main points of the topics and use it during the presentation.
Advantages of Extemporaneous speaking:
➢ It is the most direct approach.
➢ It is more natural and intimate than other methods of presentation.

Disadvantages of Extemporaneous speaking:

➢ Speaker should have the complete draft with him but should not carry it to the
podium.
➢ It should be logically organized to create link in sentences & thoughts.
 Impromptu Speaking
The word ‘impromptu” means anything done without preparation or planning. In this
kind of speech presenter does not get the time for preparation.
Advantages of Impromptu Speech:
• As we know that this kind of speech takes place without preparation so it sounds
natural in comparison to other.
• One’s creativity and speaking ability are very well tested in this kind
➢ It is spontaneous as you say what you feel.
➢ It demands concentration ability and a confidence in a larger amount.
Disadvantages of Impromptu Speech:
➢ It is not easy to drag attention of the audience.
➢ For being a successful impromptu speaker one has to be a very good listener.
The presentation may turn out to be a failure if you have no command over the language
you use.
 Speaking
Speaking effectively is defined as speaking in such a way that your message is clearly
heard and, if possible, acted upon. There are two main elements to speaking effectively:
what you say, and how you say it.
Aspects of Effective Speaking
There are three main elements of effective speaking
• The words you use.
• Your voice
• Your other non-verbal communication, particularly body language
What you say means your choice of words. The words you might use when chatting to
a friend are likely to be quite different from those used in a formal presentation or
interview. Similarly, the way that you speak will also vary in different situations.
However, there are also likely to be some common factors: for example, whether you
naturally talk quietly or loudly, and how you use body language.
 Public speaking

also called oratory or oration, has traditionally meant the act of speaking face to face
to a live audience. Today it includes any form of speaking (formally and informally)
to an audience, including pre-recorded speech delivered over great distance by means
of technology.
Public speaking is used for many different purposes, but usually as some mixture of
teaching, persuasion, or entertaining. Each of these calls upon slightly different
approaches and techniques.
 Public speaking- CLARITY

Do not speak too fast or too low, get the idea clearly.
Plan the medium and delivery mode. Would be better
if you can get an idea of the audience prior. The
pronunciation of the words should be correct and
compatibility in verbal and non-verbal
communication of the speaker himself should be
maintained.
 Public speaking- CONFIDENCE
Confidence and attitude play an essential role in public speaking. One needs to
be confident in front of his/her audience to create an everlasting impression.
Remember, your audience would not take you seriously unless and until you believe
in yourself. ... Self confidence is crucial in public speaking.
Gaining confidence in public speaking results in a host of other benefits, too, for the
speaker and audience. When you appear (and hopefully genuinely feel) confident, you
inevitably are more engaging, and that leads to a better connection with the audience.
When you are relaxed and in the moment you can focus on your words and ideas
rather than on what could go wrong. This brings us to our last point: Confident
speakers tend not to panic when things go wrong – technically or otherwise. That
steady leadership invariably impresses those in your audience.
 What causes a lack of confidence in public speaking?

Lack of preparation- If you go into a situation feeling less than ready to handle it –
whether in public speaking or everyday life – your confidence will likely take a hit.
That’s why it’s important to have a firm grasp on your material, as well as the way you
deliver it. That takes time and practice. One of the best ways to feel confident is to
understand the best practices for structuring and delivering your presentation, If you
understand how to open your talk.

Doubt over your expertise- Ideally, you wouldn’t be asked to or volunteer to give a
presentation based on information that you have little knowledge about. More than
likely, you do know the material inside and out but are letting your insecurities get the
better of you. In other words, you are suffering a case of the “Imposter Syndrome,” the
fear of being exposed as under qualified, undeserving, or even a fraud.
It’s OK to have doubts, but before your next talk, do an honest appraisal of your
expertise. Bulk up your expertise where necessary, but
don’t let your unrealistic worries sabotage your presentation.

Audience dynamics-Maybe you are confident in your material and ability as a

speaker, but wonder if differences between you and members of your audience in
terms of age, life experience, or professional background will pose a challenge to
establishing authority. Identifying potential disconnects before your talk and finding
ways to shrink those gaps will lead to a more successful talk and a more confident
delivery.
 How to Be Confident in Public Speaking
i. Make Eye Contact throughout your audience- If you are talking, you should
be looking into somebody’s eyes. But not the same person’s eyes for the entire
time!
ii. Use Assertive Body Language-Your body movements can be as “audible” to
your audience as your words. You want your physical presence to convey that
you feel comfortable and in control. It not only affects how your audience sees
you but how you feel about yourself.
iii. Don’t Fixate on Mistakes – Keep Going- You know your material inside and
out, so the exact words are not as important as keeping that connection with the
audience. If you happen to flub a line, forget a point, or advance to the wrong
slide, you calmly and confidently address it and move on.
 Tips to Gain Confidence in Public Speaking

Rehearse When You’re Alone

Record Videos of Yourself and Critique Them
Attend Public Speaking Events and Ask Questions
 Public speaking- Fluency
Fluency is the quality of speaking so that words and thoughts flow from your mouth
in a gentle stream.
The cause of a lack of flow can be divided into three areas; mental preparation,
speech preparation, and delivery preparation.
Lack of a natural flow of speech can come from several causes that could be separated
into three general areas.
1) Mental preparation problems often stem form the Use of Grammar.
A) It can include inadequate or improper use of punctuation.
B) A lack of understanding or misuse of the 8 parts of speech
C) Being unfamiliar with words.
D) Lack of clear thinking
E) Uncertainty
 The resolutions of these challenges are simply education or
preparation.

2) In the Preparation of a Speech, the ability to be fluent can become a challenge.

Why?
A) Not developing the material in a logical manner
B) Unfamiliar terminology
C) Weak vocabulary or use of words not commonly spoken
D) Poor word choice
E) Lack of preparation

The solution lies in better preparation (practice) or education.

Non-Verbal : KINESICS

Kinesics is the study of how we use body movement and facial expressions.
We interpret a great deal of meaning through body movement, facial
expressions, and eye contact. Many people believe they can easily interpret
the meanings of body movements and facial expressions in others. The
reality is, it is almost impossible to determine an exact meaning for gestures,
facial expressions, and eye contact. Even so, we rely a great deal on kinesics
to interpret and express meaning. We know that kinesics can communicate
liking, social status, and even relational responsiveness. Facial expressions are
a primary method of sharing emotions and feelings . For example, imagine
yourself at a party and you see someone across the room you are attracted
to.
Observe the following modes of kinesics messages.

kinesics communication carries a significant risk of being misinterpreted in an

intercultural interaction. As many movements are carried out at a subconscious
or at least a low-awareness level; the movements can be misinterpreted when
communicating across cultures. In today’s global environment, awareness of the
meanings of different kinesics movements is important in order to avoid sending
the wrong message.
While generally transmit facts and information, kinesics communication involves
transference of nonverbal messages, such as feelings, emotions, and attitude
through the use of body movement, gestures, posture, facial expression and
eye contact
1) Gestures
Gestures are the movements of hands, face, or other parts of the body in
a way that conveys meaning, either in conjunction with verbal
communication such as frowning while saying harsh words against
someone, or in isolation such as smiling at a stranger to express pleasure
at ones presence.
2) Body movement
Body Movement is the voluntary or involuntary movement of parts of the
body such as hands, feet, legs, and shoulders, which may either reinforce
or contradicts what is communicated verbally.
3) Posture
Posture communicates a great deal of information about you. The way in
which you sit, stand, slump or slouch provides information about your
sex, status, self-image, attitudes and emotional state. For example, sitting
with your head in your hands often indicates that your are feeling low,
whereas sitting with your feet on the desk may be interpreted by others
as a sign of your feeling of superiority.
Facial expressions
Facial expression refers to certain movements or conditions of
the facial muscles that facilitate the nonverbal communication
of some thought, emotion, or behavior. Facial expression is the
main channel we use to decode emotional states or reactions
of others to a message, and they generally mirror the intensity
of people’s thoughts and feelings.

Eye contact
Eye contact is a natural byproduct of effective communication.
To look someone in the eyes is to invite him to communicate
with you. Eye contact indicates degree of attention or interest,
influences attitude change , regulates interaction,
communicates emotion, defines power and status, and has a
central role in managing impressions of others.
 Non-Verbal : PARALINGUISTIC

Paralanguage is the term we use to describe vocal qualities such as pitch,

volume, inflection, rate of speech, and rhythm.

Intonation- Some writers have described intonation entirely in terms of

pitch, while others propose that what is referred to as "intonation" is, in
fact, an amalgam of several prosodic variables. The form of English
intonation is often said to be based on three aspects:
The division of speech into units
The highlighting of particular words and syllables
The choice of pitch movement (e.g., fall or rise)
Pitch refers to the highness or lowness of the voice. It is similar to pitch on a musical scale.
We also develop vocal stereotypes by which we associate low-pitched voices with strength and
maturity. The high-pitched voices, we associate with helplessness, tension, and nervousness.
Although individuals have a modal or habitual pitch that they use most frequently when we
speaking, they also alter their pitch to reflect their mood and interest while communicating. For
example, we often lower our pitch when sad and raise it when excited.
In contrast, a lively animated pitch encourages interaction, whereas a monotone discourages it.
It is the voice’s pitch that others use to determine whether you are making a statement or asking a
question or whether you are expressing concern. Your pitch expresses your emotional state; for
instance, it can communicate anger or annoyance, patience or tolerance.
Rate is the term given to the speed at which you speak. It is one of the elements of
paralanguage, used to assess how fast or slow a person speaks.
Rate usually varies depending on the speaker's emotions at the time of speaking or the type
of message one is communicating. For example, a speaker experiencing joy will speak at a
fast rate compared to one who is expressing surprise who will speak at a much faster rate.
When we speed up our speech, exceeding 275 to 300 words per minute, it is difficult for
others to comprehend what we are saying, and our message thus becomes virtually
unintelligible. In contrast, if we speak too slowly, others may perceive us as lacking in
confidence or intelligence.
Rate may also be a factor for others to judge our intensity and mood. As your rate increases,
so do assessments of your level of emotional intensity.
When talking about more serious subjects, we often slow down; on the other hand, our
speaking rate usually accelerates as we shift to talking about lighter topics.
In many ways, rate reflects the pulse of your words. It quickens to show excitement, and
happiness, and it falls to convey seriousness, serenity, or sadness.
Articulation is the way you pronounce individual sounds. Oftentimes, during the
course of person-to-person contact, the sounds of your speech are sharp and distinct.
When you fail to utter a final sound , fail to produce the sounds of words properly, or
voice a sound in an unclear, imprecise way (as with these cases: come
wimme versus come with me, dem versus them, idear versus idea), perception of
your credibility is bound to slump.
Pronunciation, however, is the way in which you pronounce or say a word. When you
mispronounce a word, you may suffer a loss of credibility, and those listening to you
may find it more difficult to make sense of what you are saying. Thus, while the focus
of articulation is on the production of speech sounds, the focus of pronunciation is on
whether you say the words themselves correctly.
The sound attributes of articulation and pronunciation affect intelligibility as well as
perceptions of credibility.
 Non-Verbal : PROXEMICS

Proxemics / Space Language: In addition to kinesics non verbal communication

also includes proxemics which means the space around us or the distance
between the speaker and the listener. Proxemics is derived from the word
proximity which means closeness. Proxemics has a definite meaning in oral
presentation. “Our interaction with the people around us has rather a well defined
or well understood dimensions”,. It means the distance between us and other
people tell us about our relations with others and the nature of our
communication with them.
There are four types of space language, depending on the distance:
1) Intimate Space Language: (within the circle of 1.5 feet) Where the speaker and listener
are within the circle of about 18 inches distance. Only family members and the close
friends enter this area.
2) Personal Space Language: (1.5 to 4 feet) Where the speaker and the listener are in the
personal space i.e. from 18 inches to 4 feet and in this circle they can have normal
conversation.
3) Social Space Language: (4 to 12 feet) Here the circle extends from 4 feet to about 12
feet. This social space language is used for formal purposes. Most of the business is done
within this area.
4) Public Space Language: (12 feet to ….) It extends from 12 feet to as far as we can see
and hear. In this large space, communication becomes formal. In it the speaker speaks at
loud pitch so that a large group of the audience can hear him
Chronemics is a discipline concerned with the study of a person’s use of time.
Chronemics help us to understand how people perceive and structure time in their
dialogue and relationships with others.
The very concept of communication as a process implies that it is a time-bound
activity. In so many ways, time acts as a fundamental organizing principle for social
interaction.
Edward T. Hall (1959) noted three time systems, namely: technical time, formal
time, and informal time.
Technical time is the scientific measurement of time. This time system is associated
with the precision of keeping time.
Formal time is the time that society formally teaches.
Informal time is the time that includes three concepts: duration, punctuality, and
activity:
1. Duration pertains to how long we allocate for a particular event. In our
schedules, we may earmarks forty minutes for grocery shopping or an hour for a
religious service.
2. Punctuality is the promptness associated with keeping time. We’re said to be
punctual when we arrive for an appointment at the designated time.
3. Activity is a somewhat chronemic value. People in Western cultures are
encouraged to “use their time wisely” — in other words, they should make sure
their time is used to accomplish something, whether it’s a task or a social function.
Simultaneously, they should avoid being so time-occupied that others view them
as focused and obsessive. Our use and management of time is associated with
status and power.
 PRESENTATION STRATEGIES
A presentation is a live mode of sharing information for a selected
audience. It’s a form of oral communication in which a person
shares factual information with a particular audience. To present the facts or
information in well organized structured &formal manner is presentation. Presentation
is a medium to possess or to develop good public speaking skill. Key point of this skill is
that it should be effective and constant practice is necessary to acquire this skill.
Types of presentation

Individual Presentation Group Presentation

It involves the participation of a single This type of presentation is prepared for a

person/organization on a particular theme. specific group.

 Audiences Analysis

Beginning Analysis Analysis during presentation

It includes prior information regarding It includes analysis during speech
audience. (age, gender, size, education etc.) (facial expression, movements & noise

Appearance and Physical actions

The communication environment Personal Appearance

It includes physical things Being presentable is also very
like stage, lightening, background important, it includes one’s way
of dressing etc.

Posture Walking
It is the way we stand This also plays a vital role
and hold our body.

Facial Expression Gestures

Facial Expressions like smile, boredom, movements made by hands shoulders
 excitement interest convey a lot more. Eyes also help in creating impression

Use of voice

Pitch variation Speaking Speed

Pitch variation is very important This also matters a lot
while speaking

Vocal emphasis Voice quality

The manner of speaking is another The voice should be clear, soothing
significant issue. to ears & convincing.
 PRESENTATION : PLANNING
Planning your Presentation
A good presentation requires careful planning. In general, you
will need to follow these steps to plan a successful presentation:
•Brainstorm and outline: What's your topic? What do you know
about the topic? What do you want your audience to know?
•Research: Use research to support your argument, find
examples and statistics, or to learn more about your topic.
•Write an outline.
•Write a draft.
•Plan any visual aids such as PowerPoint or any activities you
want your audience to participate in
•Practice, practice, practice! Make sure your presentation is not
too long, and edit it down as needed.
 PRESENTATION : PREPARING

Step 1: Analyze your audience

The first step in preparing a presentation is to learn more about the
audience to whom you'll be speaking. It's a good idea to obtain some
information on the backgrounds, values, and interests of your audience
so that you understand what the audience members might expect
from your presentation.

Step 2: Select a topic

Next, if possible select a topic that is of interest to the audience and to
you. It will be much easier to deliver a presentation that the audience
finds relevant, and more enjoyable to research a topic that is of
interest to you.
Step 3: Define the objective of the presentation
Once you have selected a topic, write the objective of the presentation in a single
concise statement. The objective needs to specify exactly what you want your audience
to learn from your presentation. Base the objective and the level of the content on the
amount of time you have for the presentation and the background knowledge of the
audience. Use this statement to help keep you focused as you research and develop the
presentation.
 PRESENTATION : ORGANIZING
Organizing your Presentation

A good presentation should be well organized, with a

beginning, middle and end.
Beginning:
•The beginning of a presentation is very important! This is when you have an opportunity
to grab the audience's attention, and set the tone for your presentation.
•Use an attention grabber. Some attention grabbing techniques include: asking a thought-
provoking question, showing the audience am intriguing picture, telling a story or use a
real life example related to your topic, sharing a shocking statistic related to your topic,
sharing a powerful quote, playing a short video
•Introduce yourself and the topic you will be discussing
•Outline what you will be talking about.
Body:
•Discuss your main points in a logical order
•It should be clear to your audience when you are moving from one point to
another
•Use examples to support your points
Conclusion:
•Summarize the main points
•Avoid providing new information at this point, but you can state any additional
questions that you think your research has led you to.
•Use language that lets your audience know that your presentation is coming to
an end
•Avoid ending with "that's it!" or apologizing for your presentation
•Thank the audience for listening and invite questions
 PRESENTATION : DELIVERY
Using transition and signal phrases throughout your
presentation will help keep it organized and ensure your
thoughts are communicated clearly. Try using some of the
phrases below to introduce ideas and structure your
presentation.
Introducing your presentation:
The topic/question I will be discussing today is...
This presentation will investigate/examine...
Providing an outline:
I want to start by..., then I will...
This presentation is divided into [x number] of parts. First I will... then I will..., finally I will
conclude by...
There are [x number] of points I will discuss: A, B, C and D
Let's begin by looking at... before examining...
 Introducing an example:
A case in point is...
Introducing your main point: Take the case of...
A significant issue is... This is illustrated/demonstrated by...
A major concern is... An example of this is...
The central problem is... Introducing images or explaining
Rephrasing your main point: visuals:
In other words... This image/diagram illustrates...
Another way to think about the problem As you can see here...
is... Introducing and integrating videos:
Moving to another point: We will now watch a short video that
Now let's consider... illustrates...
I'd like to move on to examine... In the video we've just watched, it is
Now, turning to the issue of... important to note that...
​ As the video demonstrates...
Conclusions:
​To sum up...
In conclusion...
In summary...
To summarize...
To conclude...
Therefore...
Inviting and Answering Questions:
I am happy to take questions now.
That's a very interesting question. In my opinion,...
Thanks for your question. What my research shows is that...
That's a relevant question, but it is out of the scope of my research.
I'm afraid I cannot answer that question, but that's an interesting topic.
Presentation Delivery Tools
For the sake of a successful presentation we make every possible effort. There are certain important elements that are
known as delivery tools which add impression to your presentation.

Delivery Tools

Personal aspects Audiences Analysis Use of voice

Appearance and Physical actions

 ORAL COMMUNICATION

Oral communication implies communication through mouth. It includes individuals

conversing with each other, be it direct conversation or telephonic conversation.
Speeches, presentations, discussions are all forms of oral communication. Oral
communication is generally recommended when the communication matter is of
temporary kind or where a direct interaction is required. Face to face communication
(meetings, lectures, conferences, interviews, etc.) is significant so as to build a rapport and
trust.
Advantages of Oral Communication
1. • There is high level of understanding and transparency in oral communication as it is
interpersonal.
2. • There is no element of rigidity in oral communication. There is flexibility for allowing
changes in the decisions previously taken.
3. • The feedback is spontaneous in case of oral communication. Thus, decisions can be
made quickly without any delay.
4. • Oral communication is not only time saving, but it also saves upon money and
efforts.
5. • Oral communication is best in case of problem resolution. The conflicts, disputes and
many issues/differences can be put to an end by talking them over.
6. • Oral communication is an essential for teamwork and group energy.
7. • Oral communication promotes a receptive and encouraging morale among
organizational employees.
8. • Oral communication can be best used to transfer private and confidential
information/matter.
Disadvantages/Limitations of Oral Communication

• Relying only on oral communication may not be sufficient as business communication

is formal and very organized.
• Oral communication is less authentic than written communication as they are informal
and not as organized as written communication.
• Oral communication is time-saving as far as daily interactions are concerned, but in case
of meetings, long speeches consume lot of time and are unproductive at times.
• Oral communications are not easy to maintain and thus they are unsteady. • There may
be misunderstandings as the information is not complete and may lack essentials.
• It requires attentiveness and great receptivity on part of the receivers/ audience.
• Oral communication (such as speeches) is not frequently used as legal records except in
investigation work.
THANK YOU