ORAL COMMUNICATION

Oral communication: 

• Oral communication is one of the modes of verbal communication in which language (words) is used through speech organs. Hence, oral communication is the process of exchange of information and ideas through speech organs using language. 
• Examples of oral communication include- speech, debate, telephonic conversation, seminars, interviews, etc.
• It can be done face to face or through any electronic device like a telephone. It can also be done either formally or informally. 
• Oral communication is considered a powerful skill that is used almost at every place whether at home or in the professional field. This skill helps a professional/leader to impress others if it is used intelligently.
• Paralinguistic features like the quality of voice, pronunciation, articulation, tone, pitch, rate, etc., play a vital role in effective oral communication. 

Merits/Advantages of Oral Communication

 

1. It is time Saving.
2. Immediate feedback/answer is received.
3. It is easy and fast.
4. There is no fear of spelling.
5. Literacy is not required for oral communication.
6. It can easily be corrected if something relevant is spoken. 
7. It can take help of body language to convey a message effectively.
8. Use of voice dynamics makes it impressive.  

Demerits/Disadvantages of Oral Communication

 

1. It is not considered authenticated.
2. It cannot be used for legal record.
3. It needs of good knowledge of Paralinguistic features of Voice like pronunciation, articulation, volume, etc.
4. It needs costly device for recording and storing.

 Importance of oral communication

Oral communication is advantageous in many personal, academic, social, and business settings for many reasons. Effective oral communication enables a person to express himself, listen actively, and respond appropriately to the needs of others. The importance of oral communication is mentioned below-

 

1. It establishes a more personal and relational communication between the sender and the receiver.

2. It is typically less formal hence giving confidence to the speaker.

3. It is more approachable hence developing rapport between speaker and listener. 

4. It is flexible and also able to adapt to change quickly.

5. In urgency oral communication helps to respond to problems more quickly. 

6. In a professional setting, it is built on transparency, understanding, and trust. 

7. Effective oral communication boosts morale, improves performance, and promotes teamwork.

8. It saves time by giving a message directly to the other person and getting their response immediately.

9. It helps to resolve conflicts with face-to-face communication.

10. It enhances interaction and relationship building, 

11. It facilitates collaboration among individuals.

Difference between oral communication and Written Communication

 

BASIS FOR DIFFERENCE	ORAL COMMUNICATION	WRITTEN COMMUNICATION
Meaning	The exchange of ideas, information, and messages through spoken words is Oral Communication.	The interchange of messages, opinions, and information in written or printed form is Written Communication.
What is it?	Communication with the help of word of mouth.	Communication with the help of text.
Literacy	Not required at all.	Necessary for communication.
Transmission of message	Speedy	Slow
Proof	No record of communication is there.	Proper records of communication are present.
Feedback	Immediate feedback can be given	Feedback takes time.
Revision before delivering the message?	Not possible	Possible
Receipt of nonverbal cues	Yes	No
Probability of misunderstanding	Very high	Quite less

SEQUENCING

SEQUENCING

Whenever we draft a message/content we have to write many lines. All these lines cannot be written altogether. We have to put them one after another according to the need of document. We need to give them a sequence. Hence, sequencing refers to the placing of a number of lines one after another in a single chain form. It is helpful to understand the content completely.

 

Sequencing is defined as the efficient ordering of the content in order to improve the learners' understanding and help them achieve their objectives (Morrison, Ross & Kemp, 2007). 

SEQUENCERS

Proper sequencing needs certain words and phrases that indicate the beginning or middle or ending of the content. Such words and phrases are called sequencers. These sequencers can be classified in four different types on the basis of their usage:

a) Sequencers used in the beginning

b) Sequencers used in the middle

c) Sequencers used for the interruptions

d) Sequencers used in the end.

e) Sequencers used in Procedures or Steps

f) Sequencers used in Chronology

g) Sequencers used in Flashbacks or Retrospection

h) Sequencers used in interruption

 Sequencers Indicating Beginning

• First, let’s gather all the ingredients.
• First of all, I would like to thank everyone for being here.
• To start with, we need to prepare the dough.
• In the first place, we must ensure our safety.
• Initially, I was hesitant to try rock climbing.
• To begin with, we must define the problem.

  Sequencers Indicating Middle

• · Secondly, let’s discuss the budget for this project.
• · Next, chop the vegetables.
• · Then, we’ll add the chopped vegetables to the pan.
• · After that, we will let the mixture cook for a while.
• · Following that, the quarterly sales figures improved.
• · Subsequently, she went on to win the award.
• · Meanwhile, I’ll prepare the dessert.
• · Simultaneously, we will launch the two marketing campaigns.

  Sequencers Indicating End

• · Finally, we have completed the project.
• · Lastly, I would like to thank my family for their support.
• · In the end, it’s the effort that counts.
• · To conclude, I will restate my main argument.
• · Ultimately, our goal is customer satisfaction.

 Sequencers for Describing Procedures or Steps

• · The first step is to preheat the oven.
• · The second step involves mixing the ingredients.
• · The next step is to pour the mixture into the pan.
• · The last step is to let it bake for 30 minutes.
• · The following step includes decorating the cake.
• · The preceding step was to whip the cream.

  Sequencers Indicating Chronology

• · Before we proceed, let’s review our guidelines.
• · After the event, we will gather for a debriefing.
• · Later, we’ll catch up for a coffee.
• · Soon, the sun will set.
• · Then, I realized I had forgotten my wallet.
• · While I was cooking, the phone rang.
• · As soon as the bell rang, the children rushed out.
• · By the time we got there, the show had started.

 Sequencers Indicating Flashbacks or Retrospection

• · Looking back, I can see how much I’ve grown.
• · In retrospect, I would have done things differently.
• · Years ago, we used to vacation here every summer.
• · At that time, I was not aware of the consequences.

Sequencers used for interruption

• · Suddenly, I remember my college days.
• · All of a sudden, a loud noise dragged me back to the present.
• · But then, we could not manage to escape.

 Importance of sequencers

 a)     Clarity and Coherence

Sequencers help to arrange thoughts, actions, or events in a logical order.

b)     Narration and Explanation

Sequencers are used to indicate the order of events and make a story (narration) or instructions easier to understand.

c)     Effective Communication

Sequencers facilitate smooth transitions between ideas and improves communication.

d)     Academic and Professional Writing

In academic or professional writing,  Sequencers helps to organize ideas and arguments logically.  They make writings effective.

e)     Reading Comprehension

For language learners, understanding  Sequencers can improve reading comprehension.

f)      Language Proficiency

Finally, the correct use of  Sequencers helps to draft more complex sentence structures and develop the ability to express thoughts in a clear and organized manner.

TYPES OF SEQUENCING

1. Chronological sequence

2. Step-by-step sequence

3. Spatial sequence

4. Paired sequence

5. Topical sequence

6. Perspective-based sequence

7. Sort-by-property sequence

Each of these simple sequences is discussed below.

1.      Chronological Sequence

In a chronological sequence, items are ordered according to the date or time when they occurred. We use chronological sequence in making reports, experiments report, data analysis, etc.

Advantages:

a) A chronological sequence is easy to apply.

b) It is useful when time is more important in a document.

c) It helps to develop a series according to time.

Disadvantages:

The chronological sequence has “and-then” syndrome. It means whenever we connect one sentence to another we generally use ‘and ‘then. It is a tiring sequence.

2.      Step-by-step Sequence

In a step-by-step sequence, items are organized according to their order within a process. We can use step-by-step sequences when we write any process like How to upgrade financial management software, how to change a flat tire, how to make tea, etc.

 Advantages:

a) The sequence is easy to apply, and easy to follow.

b) It helps to write any process.

c) It is easy to understand step wise instructions.

Disadvantages: 

a) Not ideal for many content preparation.

b) Only ‘how to…’ can be written in this sequence.

3.      Spatial Sequence

The spatial sequence means use of geographic dimension to describe a structure or place, etc. Direction, sides (left, right, above, below, etc.) are used to visualize how items are placed together. For example- Description of roadside attraction in Delhi Hatt, the human nervous system, design of an engine, etc.

Advantages: 

a) It emphasizes the spatial relationships between items.

b) This can lead to a stronger understanding of the whole.

c) Audiences can easily visualize how items are placed together.

Disadvantages: 

a) The unnecessary use of spatial dimension may make the description lengthier.

4.      Paired Sequences

Paired sequences are used to compare and contrast and mostly two items at a time are taken for such comparison. This sequence is used to write about Advantages vs. Disadvantages, Cause vs. Effect, etc.

Advantages

a) Natural pairings are easy to understand.

b) Using a paired sequence helps to disclose the suspense.

c) It is a very simple sequence.

Disadvantages

a) It is not flexible to handle real life situations.

5.      Topical Sequences

The sequence that follows the simple pattern of writing sentences according to topic is called topical sequence. When other sequences cannot work then you can use topical sequence. Examples- Presentation on ‘greenhouse effect’ (topics-introduction, reason, effects, advantages, disadvantages, etc.)

Advantages

  a)     It can be applied in almost every presentation.

  b)     It is easier to write any topic in this sequence.

Disadvantages

  a)     Being simplest, it is weaker than any other sequence.

  b)     By their nature, topical sequences are more abstract. The audience can easily get lost.

c)     Presenter may ‘miss’ an important topic.

6.      Perspective-based Sequences

A perspective-based sequence involves investigating some entity through a series of different lenses. For example, to consider a proposal for a loan to start a new business, several perspectives are checked:

a) From the perspective of telecommuting employees

b) From the perspective of office-based employees

c) From the perspective of managers

d) From the perspective of IT

e) From the perspective of Accounting

Advantages:

a) Good for persuasive presentations.

Disadvantages: 

a) Can be repetitive (boring) as you consider each of the perspectives.

7.      Sort-by-property Sequences

Here, property means quality. This sequence is a special topical sequence that allow a presenter to choose one property (quality) of their material and organize content along that property (or dimension). Once a quality is chosen, the content can be organized in an appropriate order, like

a)     Smallest to largest

b)     Most understood to least understood

c)     Most concrete to most abstract (specific to general)

d)     Least impactful to most impactful

Advantages

   a)     Easy for an audience to follow and predict.

Disadvantages

  b)     Difficult to choose right dimension.

8.      Compound and Nested Sequences

When the Presentation grows longer, it may be divided it into seperate parts, and different sequence are used to present each part, one after the other. This is a compound sequence.

Advantage

a)     The complex presentation can be easily presented in this sequence.

Disadvantage

a)     Being complex, it is difficult for beginners.

SPEAKING STYLE

SPEAKING STYLES

A skill that uses sounds, correct pronunciation, and style with the help of speech organs is called speaking. It is the delivery of language through the mouth. Speaking includes various voice features (tone, pitch, pronunciation, rate of speech, intonation, etc.) in different ways to create different speaking styles. 

Types of Speaking

Speaking can be done in different styles according to the purpose and audience. Every style has a specific feature that can be used according to the purpose.

1.      Informative Speaking style (Rich and facts-based Speaking style):

Informative speaking style means straightforward style and is formal and objective in nature. Simple language is used. It is suitable for facts and knowledgeable messages. Examples- announcements at public places.

2.     Humorous Speaking style (for Fun-based content)

A humorous Speaking style means an informal style with tricky words to create humour.  Speakers take the liberty to impress listeners. It is used for entertainment. Entertaining speakers make sure the audience has something to enjoy. Examples- standup comedy, informal parties.

3.     Storytelling Speaking style

Storytelling Speaking style means informal style with the use of dramatic dialogues and different voice features to create scenes of the story. It is used to entertain and to break the boredom in a lengthy presentation. The story may be factual or fictional. Examples -  telling bedtime stories by family members, Storytelling in the classroom, Storytelling in the middle of a presentation, and small stories by preachers.

4.    Frozen Speaking style

Frozen Speaking style is the most formal level of speaking style that has a tough formal tone, scientific vocabulary, and long, complex sentences. Examples- international meetings, conclaves, conferences, etc.

5.     Formal Speaking style

The formal style is also known as the deliberative style.  It follows some rules such as careful selection of words and formal sentence structure. A tough workplace is a very common place for such a style.  It is used in formal environments like in a business meeting, a lecture hall, a guest speech, etc. 

6.    Consultative Speaking style

The consultative style is semi-formal in nature. It is remarked with small and easy sentences. It is used to find problems and solve queries. This style is generally used during consultation with a doctor, at the help counter, etc.

7.     Informal/Causal Speaking style

Informal Speaking style doesn’t follow any code of conduct/rules. This speaking style is used in regular and relaxed conversations. People use this style while engaging in daily conversation at the workplace, at home, and in society with friends and family.

8.    Personal/Intimate Speaking style

It is considered the most informal speaking style. Its characteristics include the use of deletion such as shortened words or skipping syllables, jargon, extraction or using incomplete sentences or phrases, or slang. It takes place during intimate conversations. It is the most natural type of speaking. People use such a style when they are very emotional.

9.    Ceremonial Speaking style

The ceremonial Speaking style is a kind of formal speaking style blended with an occasion. This style is used in ceremonies, functions, festivals, and parties. This style is suitable for public speaking where the speaker needs to speak in front of a large audience. For example- toast, award ceremony, farewell, welcome gathering, etc.

10. Inquisitive Speaking style

Inquisitive Speaking style is remarked with a lot of questions, formal tone and intelligently drafted sentences. It can also be used informally. This is the style that is used to inquire or ask questions. This style addresses a lot of inquiries. It is used when students ask questions to teachers, interviewers ask questions to the candidate, an anchor interviews a celebrity, etc.

11. Negotiating Speaking style

Negotiating speaking style may be formal or informal, and it is full of arguments and suggestions. When two people communicate with each other in order to reach a common goal they use negotiating style. Such style is very common between a seller and a buyer, employer, employee, dealer and client, etc.

12. Instructive Speaking style

This style is used while giving instructions to someone. Instructive speaking style follows one-way communication with many imperative sentences and a formal tone. The receiver plays a passive role. It is used by trainers, coaches, air hostesses, mentors, etc.

13.  Appreciative/Complementing Speaking style

Appreciative Speaking style is related to positivity. It has lots of positive, and good words with a polite or exciting tone. This style is used to appreciate or compliment someone or something. This style is utilized to give positive feedback. For example, Teacher appreciates students, seniors appreciate juniors, etc.

14. Complaining Speaking style

Complaining Speaking style is that style which uses negative words with either a loud voice or an aggressive tone. This style is used to make complaints. Negative feedback is given in this style.

15.  Persuasive Speaking style

Persuasive Speaking style has the confidence to achieve goals. It has a lot of arguments, suggestions, tempting strategies, etc. This Speaking style is used when the main purpose of the speaker is to persuade someone to do something. This style has great value in personal and professional life. It is extensively used in sales pitches, presentations, promotions of products, etc.

16. Motivational Speaking style

This style is generally used to motivate or inspire listeners to take action. The motivational speaking style takes high pitch and a lot of energy. Larger-than-life scenes are created to motivate listeners. There are lots of fluctuations in voice to get the complete attention of the listener. It is used by many speakers to reduce the stress of the audience and to make them ready to achieve their dreams.