Oral Communication

How many times have you had to type out a message and felt annoyed because it is more burdensome than just saying it? Oral communication has always been the most convenient method of communication, as it is faster and easier! But it can be tricky. You must be cautious of your wording and tone to ensure you have not upset anyone. You also have to ensure that the message has been well-received. There are skills and strategies that help make oral communication effective and efficient. Not just that. You can learn a lot more about oral communication here. We prepared for you examples of oral communication in business and an analysis of the advantages and disadvantages of this kind of communication. Happy reading!

Definition of Oral Communication

When we have a thought or idea to pass on to another person, we must communicate it. We have two main options to do so - oral and written communication. There are two main ways to communicate: speaking (oral communication) and writing (written communication). Oral communication is when we say something out loud or use non-verbal cues like tone of voice to get our point across. Writing down our thoughts for someone to understand our message is known as written communication.

Oral communication is the primary means of communication. Oral communication includes four elements:

• A sender - conveys the message.

• A medium - a method of message transmission, such as in-person, video calls, or voice notes.

• A message - the content of the communication.

• A receiver - acquires the message.

Types of Oral Communication

Oral communication is used for various purposes in the workplace and is a frequently used form of communication. Types of oral communication include:

• Meetings,

• Discussions,

• Face-to-face conversations,

• Speeches,

• Telephone conversations, and so on.

Oral conversations at the workplace may be formal or informal. In the workplace, oral communication is crucial for:

• Meetings - can be formal and informal, depending on the participants and the nature of the discussion.

• Videoconferencing - it enables oral communication with participants from around the world.

• Telephone - telephone communications are regular in the workplace, especially within office buildings.

• Formal Communications - oral communication with managers and clients are frequent at the workplace. Such conversations are formal and precise.

• Informal Communications - conversations with close co-workers and others we know personally are informal types of communication.

• Elevator pitch - should be quick and precise, and oral communication is the best way to achieve it. An elevator pitch involves getting a critical point across to someone and connecting with them in 30 seconds.

• Workplace Speeches - a workplace speech can be part of different work situations, such as a work-related function. The ability to deliver a powerful and coherent speech demands well-developed oral skills.

• Workplace Presentations - well-developed oral skills are crucial in giving the best presentations. Presentations can be a fundamental part of the workplace, depending on the nature of the work.¹

Oral Communication Skills

Oral communication can be tricky. One wrong word can offend someone. The speaker may have been unclear while communicating. The speaker might have come off as rude even though they did not mean it. To avoid misunderstanding and to ensure that the messages are well-communicated, possessing the following skills will help:

• Active listening,

• Questioning,

• Understanding non-verbal cues,

• Clarifying, and

• Reinforcing

Active Listening

While communicating orally, it is fundamental to spend as much energy on active listening as we would on active speaking.

To help the receiver actively listen to the speaker, try and avoid distractions. Keep an open mind when the person is talking. If the receiver expects the speaker to say something they want to hear, they will have judgments, possibly preventing them from actively listening to the speaker.

It is fundamental to be objective when the speaker is speaking. Understand the speaker's objective and later frame the questions rather than when they express their thoughts.

Questioning

It is common to have unanswered questions after someone has spoken. Asking questions to avoid any misunderstandings is crucial for oral communication. It can also be a conversation starter in some cases. The questions can be open-ended or closed. Open questions encourage a more elaborate conversation, where the responder talks more in length. The responder has more scope to express themselves in case of open-ended questions.

Closed questions do not leave room for much self-expression from the responder's side. They are not very inviting conversation starters but help to stay on point and receive quick responses.

Understanding Non-verbal Cues

One's posture, facial expression, body language, and other non-verbal cues can help others understand how they are feeling. It can help determine if the listeners understand the conversation's goal. Non-verbal cues can be very loud when carefully observed. A conversation's tone and personal appearance are also considered non-verbal cues.

Clarifying

The ultimate goal of communication at the workplace is to understand the message. Even after actively listening to the speaker, some points may be unclear. It is always better to ensure that the receiver has understood the tasks correctly to avoid problems in the future. A speaker may also be able to learn to communicate points more effectively through clarification.

Reinforcing

Encouraging the discussion and the speaker using non-verbal cues is known as reinforcement. It involves maintaining eye contact, nodding your head in agreement or disagreement, and so on. It displays the receiver's interest and boosts the speaker's confidence. Reinforcement encourages participation in the conversation and builds rapport among the group.

Oral Communication Strategies

It is essential to ensure that the message is received clearly and correctly. There are a few strategies that will help achieve this goal.

• Make the objective clear - it becomes easier for the receivers to receive and understand the information delivered if they know why they are receiving it.

• Comprehensible delivery - formulating the message in clear, simple language will help convey the message smoothly to the receivers.

• Deliver factual information - assuring the factuality of information is critical while delivering a message. Failing to do so will not result in the desired outcome and also puts the sender's credibility at stake.

• Deliver complete information - be sure to deliver complete information while communicating. It will help avoid further confusion and time consumption.

• Be mindful of the tone - the tone of the conversation plays a significant role in influencing the receiver. It helps keep listeners engaged when we sound polite and friendly while delivering a message.

• Be honest - honesty in communication is essential and much appreciated in the workplace. Even while delivering unpleasant news, employees expect honesty.

Oral Communication Advantages

Oral communication is characterised by a high level of transparency and understanding; it is, therefore, one of the preferred types of communication in business. Communicating orally with business partners helps us get a message across quickly, and it allows flexibility in decision-changing. Additionally, it helps us analyze the situation from the tone and non-verbal cues of the participants. Other advantages of oral communication include the following:

• Inexpensive form of communication.

• Quick responses and feedback,

• Flexibility,

• Higher level of transparency than written communication,

• More personal;

• More persuasive.

Oral Communication Disadvantages

Despite being a productive and quick method of communication, oral communication has its own set of disadvantages, and they are as follows:

• A time-consuming and informal form of communication.

• Retention of the message in one's memory can be challenging.

• No record of what was said.

• No legal validity.

• Not suitable for delivering lengthy and critical messages.

Oral Communication Examples

Some examples of oral communication in business are:

• Presentations: In business, they are often used to sell products or pitch new ideas. A good presenter needs clear and straightforward verbal and non-verbal skills to convey their message.
• Video calls: In recent years, with the rise of the popularity of remote work, video calls are becoming a more and more popular way of communication in business. Similarly, as for face-to-face meetings, active listening and using clear language is very important during online video calls.
• Phone calls: In business environment, telephone communication is still widely used, especially for reaching out to customers and clients. In this form of oral communication, the tone of voice, pace and intonation greatly impact the call's effectiveness.