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.
What is Oral communication?
Oral communication is the process of verbally transmitting information and ideas from one
individual or group to another. Oral communication can be either Formal or Informal.
Meaning Nature and Scope of Oral Communication
Meaning of Oral Communication
The oral communication skills, hold great importance in interacting properly with people.
The communication process which is carried out by means of spoken words is referred to as
oral communication. In today's world, development of different media has led to the
communication process to take place by different means such as telephones, teleconferences
and video conferences. Face-to-face meetings and speeches were the main forms of
communication in earlier times. Effective listening in the workplace is important just like
speaking.
Oral communication is the form of verbal communication, which conveys the message from
the sender to the receiver through the stated word. In other words, communication with the
help of spoken words is called oral communication. It is essential at every stage of our social
and business dealings.
Oral communication is a two-way process, as it provides a clear insight about the meaning to
the message, and the message transmitted and the feedback is immediate. We communicate
orally with our family, friends, in meetings, committees, conferences, over the telephone,
radio, public, etc.

Definitions of Oral Communication

Oral communication describes any type of interaction that makes use of spoken words.
Oral communication implies communication through mouth.
Oral communication includes individuals conversing with each other, be it direct
conversation or telephonic conversation.

Nature and Characteristics of Oral Communication

Oral communication does not require much planning. It requires appropriate Para-linguistic
features like tone, pitch, register, facial expressions, gestures and body language. Effective
oral communication depends on purpose of the message.
For oral communication to be effective, it should be clear, relevant, tactful in phraseology
and tone, concise, and informative. Presentations or conversations that bear these hallmarks
can be an invaluable tool in ensuring business health and growth. Unclear, inaccurate, or
inconsiderate business communication, on the other hand, can waste valuable time, alienate
employees or customers, and destroy goodwill toward management or the overall business.

The Importance and Scope of Oral Communication in Business are Discussed Below:
Oral communication should be used because it is simple, faster, informal, more direct and
more personal. It saves more time and creates efficiency.
In oral communication, there are no formalities of using pen, paper, stamps, etc. and waiting
endlessly for the response. Thus, even most personal and confidential matters can be placed
before the receiver in a simple and direct way.
Scope of oral communication
Scope means the possibility of any particular subject in a particular field. It can be understood
by dividing in two parts:
1. Internal (within the organization)
2. External (outside the organization)
Scope within the organization
The types of oral communication commonly used within an organization include staff
meetings, personal discussions, presentations, telephone discourse, and informal
conversation.
Scope outside the organization
Oral communication with those outside of the organization might take the form of face-to-
face meetings, telephone calls, speeches, teleconferences, or videoconferences.
Examples of informal oral communication include:

Face-to-face conversations
Telephone conversations
Discussions that take place at business meetings

More formal types of oral communication include:

Presentations at business meetings

Classroom lectures
Commencement speech given at a graduation ceremony
With advances in technology, new forms of oral communication continue to develop. Video
Phones and Video Conferences combine audio and video so that workers in distant locations
can both see and speak with each other.

Other modern forms of oral communication include Podcasts (audio clips that you can access
on the Internet) and Voiceover Internet Protocol (VoIP), which allows callers to
communicate over the Internet and avoid telephone charges. Skype is an example of VoIP.

Advantages of Oral Communication

There is high level of understanding and transparency in oral communication as it is
interpersonal. There is no element of rigidity in oral communication.
There is flexibility for allowing changes in the decisions previously taken.
The feedback is spontaneous in case of oral communication. Thus, decisions can be made
quickly without any delay.
Oral communication is not only time saving, but it also saves upon money and efforts.
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. Oral communication is an
essential for teamwork and group energy.
Oral communication promotes a receptive and encouraging morale among organizational
employees.
Oral communication can be best used to transfer private and confidential information/matter.

Disadvantages 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.
Types of oral communication
Intrapersonal communication is self-talk or a conversation you hold with yourself under
certain circumstances – for example, when you need to make an important decision or learn
something about yourself. You may wonder whether intrapersonal communication is just
another way of describing the thinking process. In a way, that would be correct.
Interpersonal communication is communication between several people. This form of
communication may range from the impersonal to the very personal. Impersonal
communication is when you talk with a person you do not really care about – there is often
coldness or indifference in your attitude when you engage in this kind of communication.
Small group communication takes place in a group, usually comprising five to 10 people.
This form of communication serves relationship needs (like companionship, family bonding
and affection or support) as well as task-based needs, for example, deciding on disciplinary
action or resolving conflict in the workplace.
Public communication, also known as public speaking, involves communication between a
speaker and an audience. This audience may range from just a few people to thousands or
even millions of people. The aim of the speaker is usually to inform or to persuade the
audience to act, buy, or think in a certain way. A teacher may address an assembly of students
on codes of behavior or school rules.
Mass communication is communication that is sent out from a source to many receivers all
over the world. It takes place through media like films, radio, videos and television. Modern
avenues of mass communication like the Internet and blogs can be very powerful indeed as
information is disseminated instantly.
Corporate communication is communication that takes place among members of an
organization, within that organization. Interacting in teams, conferencing with co-workers,
talking with a supervisor or manager, giving employees explanations and directions,
interviewing and making presentations are some examples of corporate communication

Principles of Effective Oral Communication:

1. 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.
2. 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.
3. 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.
4. 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.
5. Natural voice
Any sort of unnatural voice may distort the message. A natural voice can do a lot to
make oral communication effective.
6. 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.
7. 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.
8. 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.
9. 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.
10. Avoiding Emotions
Speaker must control his emotions to make oral communication effective. Too much
emotion will take the speaker away from the main subject.
11. 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.
12. 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.

Techniques of Effective Speech:

1. Think before you speak

By organizing your thoughts in advance, you can eliminate many of the awkward pauses that
occur when speaking. It will also help you relay your information more concisely.
While writing down your thoughts is not always possible in impromptu discussions, it is still
effective to take a minute to organize your thoughts in your mind before you begin to speak.
2. Speak with confidence
Speaking in a confident manner will help you build trust and command the respect of your
audience. There are several factors which can impact your ability to speak confidently,
including your command of the subject matter, your word choice, the tone of your voice, your
body language, and your ability to make direct eye contact with your audience.
3. Be clear and concise
The most effective way to get your point across is to make it in a clear and concise manner.
Avoid using complex, convoluted sentences, and try to state your argument in direct
language. Before speaking, ask yourself, “What is the clearest way I can make my point?”
4. Be aware of your non-verbal communication cues
Your body language significantly impacts the way others interpret what you say. Pay
attention to the gestures you make, your facial expressions, and your body language to ensure
they align with the message you are trying to get across.
5. Be a good listener
Being a good listener is as important as being a good speaker, and it will improve the quality
of your verbal interactions. It shows the people you are speaking with that you genuinely care
about their ideas, and it helps ensure you understand their needs. This will enable you to build
trust and rapport much quicker.
6. Think about the perspective of your audience
Just because you have a strong command of a topic doesn’t mean the people you are speaking
to have the same knowledge as you.
Try to think about how someone else will understand what you are trying to communicate,
particularly if they lack the technical knowledge about a subject that you possess.
7. Vary your vocal tone
Speaking in a monotone voice is a surefire way to bore your audience. Instead, use voice
inflection to add emphasis to important points, and vary the pitch of your voice to express
emotion. This will help keep your audience engaged in your message.
Strong verbal skills will help to encourage essential discussion while playing a major role in
bringing people together. Ask questions if you are wondering about a new concept in order to
become more knowledgeable about that topic. Explain why you are confused about a
certain policy to get the assistance required for a better understanding of that set of
guidelines.
Express what you experienced in a certain situation so you can work through what you are
feeling. Relaying this information will not only help yourself, but also those who you are
speaking with by solving problems, making connections, and avoiding conflicts.
Additionally, be prepared to serve as a good listener in return because lacking the ability to
give the same level of attention that you expect from somebody else when you are speaking is
not fair.
Effective verbal communication is an important skill to understand. Having the courage and
ability to convey your thoughts in a respectable way will help enhance mutual understanding,
trust, decision-making, and problem-solving between yourself and others, making the act of
properly speaking and listening to an imperative influence on how we learn and think for
ourselves.

Media of Oral Communication:

1. Face to Face Communication: Face-to-face communication is the distinction of
being able to see the other party or parties in a conversation. It allows for a better
exchange of information since both speaker and listener are able to see and interpret
body language and facial expressions.
2. Teleconferences: A teleconference is a live audio or audiovisual meeting with two or
more participants. With the ability to teleconference, remote teams in an organization
can collaborate and communicate, even when geographically dispersed. The process
involves technology more sophisticated than a simple two-way phone connection. At
its simplest, a teleconference can be an interactive audio conference with people at
two or more locations communicating over a speakerphone. With more equipment
and special arrangements, a teleconference also can be a video conference, in which
the participants can see each other.
3. Press Conference: A press conference is an event organized to officially distribute
information and answer questions from the media. Press conferences are also
announced in response to specific public relations issues.
4. Video Conferencing: Video conferencing is an online technology that allows users in
different locations to hold face-to-face meetings without having to move to a single
location together. This technology is particularly convenient for business users in
different cities or even different countries because it saves time, expenses, and hassles
associated with business travel. Uses for video conferencing include holding routine
meetings, negotiating business deals, and interviewing job candidates.
5. Demonstration: The act of showing someone how to do something or how something
works.
6. Radio Recording: This includes all kinds of recorded sound that is used for the
purpose of broadcast.
7. Meetings: A meeting is when two or more people come together to discuss one or
more topics, often in a formal or business setting, but meetings also occur in a variety
of other environments.
8. Grapevine: The informal communication system, sometimes known as the grapevine,
is the communication aspect of the informal system of the organization. It is as fickle,
dynamic, and varied as people are. It is the expression of the natural motivation of
people to communicate.
9. Group Discussion: Group Discussion or GD is a type of discussion that involves
people sharing ideas or activities. People in the group discussion are connected with
one basic idea. Based on that idea, everyone in the group represents his/her
perspective.
10. Mobile Phone Conversation: Includes verbal conversations on mobile phone.
The Art of Listening
Listening is different from hearing. Hearing is passive in nature. Listening is a proactive
undertaking. Active listening requires you to listen attentively to a speaker, understand what
they’re saying, respond and reflect on what’s being said, and retain the information for later.
This keeps both listener and speaker actively engaged in the conversation.
The listener may use active listening techniques like paying close attention to the speaker’s
behavior and body language in order to gain a better understanding of their message — and
may signal that they’re following along with visual cues such as nodding, eye contact, or
avoiding potential interruptions, like fidgeting and pacing.
Principles of Good Listening

It is tempting to think that because you can hear, you must be a good listener. However, there
is far more to listening than merely hearing. A good listener will listen not only to what is
being said, but also to what is left unsaid or only partially said. Effective listening therefore
involves observing body language and noticing inconsistencies between verbal and non-
verbal messages, as well as what is actually being said at any given moment.

For example, if someone tells you that they are happy with their life but through gritted teeth
or with tears filling their eyes, the verbal and non-verbal messages are in conflict. It is
therefore possible that they don’t mean what they say. Effective listening involves using your
eyes and mind, as well as your ears.

Ten Principles of Effective Listening

There are ten principles behind really good listening.

1. Stop Talking
Don't talk, listen. When somebody else is talking, it is important to listen to what they are
saying. Do not interrupt, talk over them or finish their sentences for them. Right now, the
most important thing that you can do is simply listen to them. As the saying goes, there is a
time and a place for everything—and that includes both listening and speaking.

2. Prepare Yourself to Listen

Focus on the speaker. Put other things out of your mind. The human mind is easily distracted
by other thoughts, such as wondering what’s for lunch, or what time you need to leave to
catch your train, or whether it is going to rain later.
When you are listening to someone, try to put other thoughts out of your mind and
concentrate on the messages that are being communicated.
Our page on Mindful Listening explains that it is natural for your mind to wander. However,
just as you would when meditating, the trick is to catch your mind as it starts to do so, and
bring it back to the speaker.

3. Put the Speaker at Ease

Help the speaker to feel free to speak. It is not always easy for someone to talk freely,
especially if they find the topic is difficult, or it causes an emotional reaction. However, as a
listener, there are actions you can take to make the speaker feel more confident. For example:
Nod and smile, or use other gestures or words to encourage them to continue;
Maintain eye contact but don’t stare;

4. Remove Distractions
Remove as many distractions as possible so you can focus on what is being said. The human
mind is prone to being distracted. It is therefore important to ensure that you don’t give your
mind too much opportunity for escape. When you are listening to someone, it is a good idea
to remove possible distractions. Put down your phone, or turn away from your computer
screen. It is also a good idea to avoid unnecessary interruptions. For example, at work, you
might leave your desks and go to a meeting room, leaving your phones behind.
Avoid behaviours like doodling, shuffling papers, looking out of the window, picking your
fingernails or similar. These kind of behaviours are unhelpful for both you and the speaker.
They are likely to distract you from the process of listening, and making your listening less
effective. They will also suggest to the speaker that you are not interested, which makes it
harder for them to speak.

5. Empathise
Try to understand the other person’s point of view. When you are listening, it is important to
see issues from the speaker’s perspective: to empathise with them. This helps you to
understand their point of view, and to understand their concerns.
The best way to do this is to let go of preconceived ideas. By opening your mind to new ideas
and perspectives, you can more fully empathise with the speaker. If the speaker says
something that you disagree with, then wait. Keep listening to their views and opinions
without comment, until they have finished speaking.
After all, your first impression could be wrong. Their argument could be more nuanced when
you listen carefully to it in full. You should only start to construct an argument to counter
what is said, if necessary, once they have finished, and you have fully assimilated their
argument.
6. Be Patient
A pause, even a long pause, does not necessarily mean that the speaker has finished.
Sometimes it takes time to formulate what to say and how to say it. Be patient and let the
speaker continue in their own time. Never be tempted to interrupt or finish a sentence for
someone.
7. Avoid Personal Prejudice
Try to be impartial. Our personal prejudices can lead us to pre-judge someone’s words and
meaning based on their habits or mannerisms. This prevents effective listening, because you
have effectively already decided whether their words have value.
Don’t become irritated and don't let someone’s habits or mannerisms distract you from what
they are really saying. Everybody has a different way of speaking. For example, some people
are more nervous or shy than others, some have regional accents or make excessive arm
movements, some people like to pace whilst talking, and others like to sit still. These
behaviours can be distracting for listeners. However, try to focus on what is being said and
ignore the style of delivery or the accompanying mannerisms.
8. Listen to the Tone
Volume and tone both add to what someone is saying. A good speaker will use both volume
and tone to help them to keep an audience attentive. Equally, everybody will use pitch, tone
and volume of voice in certain situations. Effective listening means using these non-verbal
cues to help you to understand the emphasis and nuance of what is being said.
9. Listen for Ideas – Not Just Words
You need to get the whole picture, not just isolated bits and pieces. Words are the most basic
elements of communication, but they do not occur in isolation.
Perhaps one of the most difficult aspects of listening is the ability to link together pieces of
information to reveal the ideas of others. However, with proper concentration, letting go of
distractions, and improving your focus this becomes easier. It is also helpful to use techniques
like clarification and questioning to help you make more sense of ideas.
10. Wait and Watch for Non-Verbal Communication
Gestures, facial expressions, and eye-movements can all be important in understanding
someone’s full meaning. We tend to think of listening as being something that happens with
our ears—and hearing is of course important. However, active listening also involves our
eyes. Some experts suggest that up to 80% of communication is non-verbal. That includes
hearing the volume and tone—but a substantial element of any communication is body
language. This is why it is much harder to gauge meaning over the phone. When listening, it
is vital to watch and pick up the additional information being transmitted via non-verbal
communication.
(Notes taken from open sources on the internet)