PowerPoint Presentation

Business Communications

Lecture 2

Lecture themeOral CommunicationWritten CommunicationNon-verbal Communication

MessageThe message is the main idea that you wish to communicate.It is of both verbal (written or spoken) symbols and nonverbal (unspoken) symbols.First decide exactly what your message is, also consider the receiver of your message.

Oral CommunicationOral Communication. Meaning, Advantages and Limitations.

Oral CommunicationOral 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 communicationVerbal communication is simply the communication that is expressed through words. What you say is verbal communication. What you don't say is nonverbal communication. Verbal communication is vital to healthy relationships, businesses and groups.

Oral communicationMeaning:The oral communication brings back immediate feedback.It has a conversational nature with shorter words and sentences.It stresses on interpersonal relations.This medium needs less technical details.Its sentence structures are simple.

Inside an organisationOral communication may take the form of:Staff meeting reports, face to face discussions, presentations, audio tapes, telephonic chats, teleconferences or videotapes.

. Oral communicationis 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 communicationhigh level of understanding and transparencyflexibility for changes in the decisions previously takentime, money and effort savingmany problems can be solved by discussion essential for teamwork and group energy.

Advantages of oral communicationOral communication can be best used to transfer private and confidential information/matter.

Disadvantages and Limitations of Oral CommunitationOral communication may be insufficient as business communication Oral communication is not as organized as written communication.Long speeches consume much timeThere may be misunderstandings as the information is not completeIt requires attentiveness and great receptivity on part of the receivers/audience.

Verbal Communication StrategiesAsk questionsPremediateRepeatUse nonverbals

Ask Questions

Questions are a verbal communication strategy that can help to ensure clarity and accuracy of the messages being exchanged. Questions are used for clarity and to inspire more conversation. If you have a difficult time starting a conversation, use questions about the other persons life and interests to spark momentum in the dialogue.

PremeditateThink about what youre going to say before you say it. Determine who the audience is that the message is going to be communicated to and plan the delivery and word usage accordingly. This strategy works well if you are going to be speaking publicly or giving a presentation. Pre-meditated verbal communication is more accurate, precise and condensed, making it more effective.

Repeat

Repeat the message you heard back to the person who sent it. Repeating the message back in your own words will help your perspective and evaluation of the message. It will expose areas of misunderstanding or lacking clarity. If youre the person sending the verbal message, ask the recipient to repeat the message back to you so you can assess if she understood what you were attempting to say.

Use Non-verbalsThe use of non-verbals with verbal communication helps to deliver the message more effectively. Non-verbals that are commonly used to increase verbal communications effectiveness are visual aids, body language and charts

Written Communicationwritten communication - communication by means of written symbols (either printed or handwritten)

Written Communication. Meaning, Advantages and LimitationWritten communication is:Of great significance for businessEssential for preparing materials for business developmentMore unique and formal than speechMore valid and reliable than speech

Advantages of written communicationWritten communication:Helps to record the principles, policies and rules for running the work of an organisationIs a permanent means of communication and is useful when recording is requiredAssists in proper delegation of responsibilitiesIs more preciseDevelops and improves the image of a companyProvides ready records and referencesProvides valid records that may be essential in legal issues

Disadvantages of Written CommunicationWritten communicationIs expensive (stationery, writing/typing and delivering personnel)Time-consuming (encoding/sending takes time) Requires excellent skills in the use of language and vocabulary Involves much paper and email work

Welcome letterPractice: write a welcome letter to a new employee of your company

Nonverbal communication (NVC)is usually understood as the process of communication through sending and receiving wordless messages.

Non-verbal Communicationis communication of feelings, emotions, attitudes, and thoughts through body movements / gestures / eye contact, etc.

Components of Non-verbal CommunicationKinesicsOculesicsHapticsProxemicsChronemicsParalinguisticsPhysical appearance

kinesicsIt is the study of facial expressions, postures & gestures. In Argentina to raise a fist in the air with knuckles pointing outwards expresses victory, but in Lebanon, raising a closed fist is considered rude.

oculesicsis the study of the role of eye contact in non verbal communication. In the first 90 sec - 4 min you decide that you are interested in someone or not. Studies reveal that 50% of this first impression comes from non-verbal communication which includes oculesics. Only 7% comes from words - that we actually say.

hapticsis the study of touching. Acceptable level of touching vary from one culture to another. In Thailand, touching someone's head may be considered as rude.

proxemicsis the study of measurable distance between people as they interact.The amount of personal space when having an informal conversation should vary between 18 inches - 4 feet, while the personal distance needed when speaking to a crowd of people should be around 10-12 feet?

chronemicsis the study of use of time in non verbal communication. Have you ever observed that while an employee will not worry about running a few minutes late to meet a colleague, a manager who has a meeting with the CEO, a late arrival will be considered as a nonverbal cue that he / she does not give adequate respect to his superior?

paralinguisticsis the study of variations in pitch, speed, volume, and pauses to convey meaning. Interestingly, when the speaker is making a presentation and is looking for a response, he will pause. However, when no response is desired, he will talk faster with minimal pause.

physical appearanceYour physical appearance always contributes towards how people perceive you. Neatly combed hair, ironed clothes and a lively smile will always carry more weight than words.

Importance of non-verbal communicationRemember, what we say is less important than how we say it as words are only 7% of our communication. Understand and enjoy non verbal communication as it helps forming better first impressions. Good luck!

Key wordsMessageOral communicationWritten communicationNon-verbal communicationComponents of non-verbal communication

MessageThe message is the main idea that you wish to communicate.

Oral communicationVerbal communication is the communication that is expressed through words.

Written communicationwritten communication - communication by means of written symbols (either printed or handwritten)

Non-verbal communicationNVC is the process of communication through sending and receiving wordless messages.

Components of NVCKinesicsOculesicsHapticsProxemicsChronemicsParalinguisticsPhysical appearance