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P E S COLLEGE OF ENGINERING,MANDYA

MASTER OF BUSINESS ADMINISTRATION


DEPARTMENT.

ORAL COMMUNICATION
GROUP-7
SUBMITTED TO,
DR. A.C.KIRAN KUMAR
DEPT. OF MBA
PESCE, MANDYA.
SUBMITTED BY ,
.NISHANTH.K.S.
.PANNAGA.M.
.PRAPULLA.R.
.RACHANA.M.D.
.RACHANA.R.

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AGENDA

1. ORAL COMMUNICATION ORAL COMMUNICATION


2. PRINCIPALS OF ORAL COMMUNICATION
3. FORMS OF COMMUNICATION
4. BARRIERS TO COMMUNICATION
5. TYPES OF BARRIERS
6. MEASURES TO OVERCOME BARRIERS
7. CONVERSATION CONTROL
8. REFLECTION AND EMPATHY: TWO SIDES OF EFFICTIVE ORAL
COMMUNICATION
9. MODES OF ORAL COMMUNICATION
10.BARRIERS OF ORAL COMMUNICATION
11.EFFECTIVENESS OF ORAL COMMUNICATION

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ORAL COMMUNICATION
Meaning:-

Oral communication is the interchange of verbal messages between sender and receiver. In oral
communication, the sender & receiver exchange their thoughts or ideas verbally either face to face discussion or
through any mechanical or electrical device like telephone, etc. In business oral communication is used more
than written communication. It is more natural and informal.

Definition:-

According to university of Virginia, Oral communication Competency report, “Oral communication is


defined as the effective interpretation, composition, and presentation of information, ideas and values to a
specific audience.”

PRINCIPLES OF SUCCESSFUL ORAL COMMUNICATION

 Well Planned
 Clear Pronunciation
 Brevity
 Precision
 Natural voice
 Logical sequence
 Suitable words
 Attractive presentation
 Avoiding emotions
 Emphasis

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 WELL PLANNED:- Before presenting something, there should be proper planning regarding the
audience, topics to be delivered, timing & other factors. So person must be well-prepared to deliver
his/her speech.

 CLEAR PRONUNCIATION:- Words should be clearly & correctly pronounced. There should
not be any lack of clarity, otherwise the communication would be confusing one.

 BREVITY:- The messages should be brief . If the sender take’s a long time for talking, his message
may not get the attention of the receiver.

 PRECISION:- It is needed to make oral communication effective. There should not be any confusing
words rather message to be delivered should be specific so that there is no misunderstanding.

 NATURAL VOICE:- Any sort of unnatural voice may distort the message. Natural voice can do a lot
to make oral communication effective.

 LOGICAL SEQUENCE:- Ideas should be organized in a sequential way to make the message
communicative & attractive.

 SUITABLE WORDS:- Words have different meanings to different people in different situations in oral
communication, a speaker should use the common, simple & familiar words so that receiver can react to
the message without any problem.

 ATTRACTIVE PRESENTATION:- It is another principle to make oral communication effective. A


speaker should deliver his / her speech in a very nice & sweet language so that receiver is attracted to
take part in the communication.

 AVOIDING EMOTIONS:- Speaker must control his emotions to make oral communication effective.
Too much emotion will take the speaker away from the main subject.

 EMPHASIS :- The speaker must be knowledgeable regarding the portion of the speech where he/she
should give emphasis. Giving emphasis on respective points will help draw the attention of the audience.

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CHOOSING THE FORM OF COMMUNICATION

 Supporting Technology
 Urgency
 Secrecy
 Safety
 Relationship

BARRIERS OF COMMUNICATION

Communication must be transmitted properly with an aim of achieving certain purpose. In case it is not
being resulted in a way the parties want it, there is every possibility that it is being Mis-communicated. Any sort
of Mis-communication leads to confusion or flow like situation which is called as “barrier” to communication.

The simple meaning of the word “barrier” is hindrance or difficulties or problems of communication.
However one cannot point blank state that look this is the main problem, but in an ordinary prudence , the
barrier may be related to message, mode, language, the persons vocabulary to understand the message, time,
technical flows etc. It is practically observed that even a large number of organizational problems are the root
cause for barriers to communication. Thus it becomes a foremost duty of everyone involved in communication
process to understand and try to find solutions to these barriers of communication.

TYPES OF BARRIERS:

The aim of communication is to transmit the required message properly, but one cannot ignore the facts that
due to some barriers it will not reach properly to the receivers end. It is only with due care and intelligences
these barriers to communication can be overcome. However, to deal with and nullify these barriers, one should
know what types of barriers are they.

1. External barriers or peripheral barriers.


2. Organizational barriers.

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1. EXTERNAL BARRIERS:
External barriers are those caused by factors other than organizational and personal factors. Such
external barriers may be:
a. Semantic barriers.
b. Emotional or psychological barriers.

 SEMANTIC BARRIER:
Semantic barriers are obstructions caused in the process of receiving or understanding a message during the
process of encoding or decoding it into words and ideas. It could be due to language, poor grammar, limitations
or the symbols used may be ambiguous. Usage of inappropriate words and incorrect phrases will not give clear
information and my lead to incorrect interpretation. Symbols may have several meanings and unless the context
is known to the received, the receiver is likely to take the meaning of the symbol according to preconceived
notion and misunderstand the communication. Symbols may be classified as language, picture, or action.

i. LANGUAGE
Poorly chosen and incorrect words and phrases, lack of coherence, use o technical words, bad organization
of ideas, improper sentence structure, inadequate vocabulary etc. are some of the faults found in many cases of
poor communication.

ii. PICTURE
Pictures are visual aids of words. An organization makes extensive use of pictures like blueprints, charts,
maps, graphs, 3 dimensional models, and other similar devices. A viewer may come to understand the whole
story when he sees them.
Sometimes, a picture creates confusion in the mind of the observer; it may be ambiguous if it is not
supplemented by words or actions.

iii. POOR VOCABULARY


Usage of inappropriate and inadequate words

iv. ACTION
Communicating with action has more influence on the individual and if the communication is not
supplemented with relevant action, it might be misinterpreted.

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 EMOTIONAL OR PSYCHOLOGICAL BARRIERS
This barrier arises from motives, attitudes, judgment, sentiments, emotions, and social values of
participants. These create a psychological distance that hindes the communication.

i. PEREPTION
It is based on needs, motives and experience of certain things. Different people with different perceptions
may misinterpret the message conveyed to them.

ii. ATTITUDE
Attitude of superior and subordinates also affects the flow of communication. The superiors lack confidence
in themselves it may filter the communication

iii. POOR LISTENING


It is one of the barrier which retards the communication flow and prevents understanding of the real
meaning of message conveyed.

iv. EGOISM
Person with egoism looses this level of understanding persons emotions, attitudes, feelings etc.

v. EMOTIONS
Persons with negative emotions cannot think rationally and cannot communicate effectively to others and at
the same time does not receive the message.

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2. ORGANIZATIONAL BARRIERS:
The Organizational Barriers refers to the hindrances in the flow of information among the employees that
might result in a commercial failure of an organization.

 ORGANIZATIONAL RULES AND POLICIES:


Often, organizations have the rule with respect to what message, medium, and mode of communication
should be selected. And due to the stringent rules, the employees escape themselves from sending any message.

Similarly, the organizational policy defines the relationship between the employees and the way they shall
communicate with each other maintaining their levels of position in the organization. Such as, if the company
policy is that all the communication should be done in writing, then even for a small message the medium used
should be written. This leads to delay in the transmission of the message and hence the decision making gets
delayed.

 ORGANIZATIONAL FACILITIES:

The organizational facilities mean the telephone, stationery, translator, etc., which is being provided to
employees to facilitate the communication. When these facilities are adequately offered to the employees, then
the communication is said to be timely, accurate and according to the need. Whereas, in the absence of such
facilities, the communication may get adversely affected.

 COMPLEX ORGANIZATIONAL STRUCTURE:

The communication gets affected if there are a greater number of management levels in the organization.
With more levels, the communication gets delayed and might change before reaching the intended receiver.

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MEASURE TO OVERCOME BARRIERS TO COMMUNICATION:

1. Clarify Ideas before Communication.


2. Communicate According to the Need of the Receiver.
3. Consult Others before Communication.
4. Be Aware of Language, Tone and Content of Message.
5. Convey Things of Help and Value to the Listener.
6. Ensure Proper Feedback.
7. Consistency of Message.
8. Follow up Communication.
9. Be a Good Listener.

CONVERSATION CONTROL
The art of conversation consists in our ability to listen with concentration and reply well. The essence of
conversation control is ability to manage one’s own conversation - it does not mean manipulating other people’s
conversation although it does imply giving it gentle pushes in particular directions from time to time.

 Ability to listen
 Talk positively
 Change of direction smoothly
 Allow discussion
 Conclude with the note of satisfaction
 Encourage to respond
 Interaction in a convincing way
 Handle objection for proposals made
 Ability to react to criticism
 Learn to get information quickly

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REFLECTION AND EMPATHY: TWO SIDES OF EFFECTIVE
ORAL COMMUNICATION

REFLECTION:
Reflection is when the receiver of message reflects or repeats back the words which sender is conveying
to ensure he has really understood the message. Reflection makes the sender aware of being listened and
validated. The receiver acknowledges the messages sent by the sender’s body language and tone of voice, as
well as the words used. Some psychologists believe that 80% of what a person communicates is through body
language.

EMPATHY:
Empathy means to care about someone’s feelings or ideas. A well written business letter will convey the
felling that the writer does care about the reader and is genuinely interested in working together to solve a
problem or discuss a concept. It is the listener’s emotional identification and effort to understand the speaker’s
point of view. The empathic listener tries to get inside the other’s thoughts and feelings and relate to the feeling.

TWO SIDES OF EFFECTIVE ORAL COMMUNICATION-


LISTENING AND PRESENTING

LISTENING:
Listening is an important component of conversation control. To be able to understand and appreciate
the other person, one should allow him/her to express freely, without being interrupted, and listen carefully.

PRESENTING:
The other side of oral communication is the ability to present one’s viewpoint. In order to be an effective
presenter try to present facts, not the opinions; keep to the points; keep the listener‘s interest in mind; support
the argument with suitable examples; and ask for feedback and answer questions honestly. Make eye contact.
Avoid being vague, unfocused, with little eye contact, discouraging questions, showing lack of confidence, and
not getting to the point.

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MODES OF ORAL COMMUNICATION

 One on one speaking


 Small group based oral communication
 Full discussion
 Debates and deliberation
 Speaks and presentation
 Oral examination

BARRIERS OF ORAL COMMUNICATION

 status
 Language barrier
 Body language-
Once you start speaking, your body language i.e. hand movements, face expressions should
match the tone of your words
 The use of jargon.
Over-complicated, unfamiliar and/or technical terms.
 Premature Evaluation-
When someone things that they've got your point even without you finishing what you have to
say, and obviously they have understood it wrong.
 Language differences and the difficulty in understanding unfamiliar accents.
 Emotional barriers.
Some people may find it difficult to express their emotions and feelings may be completely.

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EFFECTIVENESS OF ORAL COMMUNICATION

 Clear pronunciation.
 Speaking slowly.
 Brevity.
 Emphasizing on important topic.
 Using body language.
 Make communication as two way process.
 Think before you speak (or write).
 Be a good listener.
 Keep in mind your tone, expression and word choices.
 Seek feedback after your communication.

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