ELTWeekly Vol. 4 Issue#11 | March 12, 2012 | ISSN 0975-3036
Abstract
Communication is the continuous process of human being in life. It starts from life and ends with death. Present paper is the description of communication process as well as the explanation of various types of communication, specially types or forms of oral communication.
Introduction: The modern world is innovative in all walks of life. In globalization everything changes rapidly. Each Field demands good speakers who have the ability to deal with any professionals ofUniverse effectively. We all know there are four skills, viz, listening, speaking, reading and writingto acquire any language. Knowing a language implies the mastery of above four skills. Our education system has been given more importance on the reading and writing rather than listening and speaking. That’s why, today we can find good writers in English but good speakers found rarely.
Definition of Communication: Communication, which is one of the most basic needs of living being, it is the process of conveying our thoughts, ideas and feeling to others using various codes of communication i.e. verbal, nonverbal, signs, symbols etc.Keith Davis defined it as “Communication is the process of passing information and understanding from one person to another[1].” And Allen Louis“Communication is the sum of all the things one person does when he wants to create understanding in the mind of another. It involves a systematic and continuous process of telling, listening and understanding[2].” It means Communication involves sending and receiving information using a propermedium to make the process effective one. Wecommunicateconstantly with others for different purposes in all Spheres of our life- at home, school,workplace and within the community. Effective communication results in cooperation, where as weak or faulty communication leads to misunderstanding and failure to achieve the speaker’s objective. Communication, thus,forms an important and integral part of our lives. Apart from having the necessary professional skills, we need to be effective communicators to function well in today’s world.
Elements of Communication:In any type of communication, there must be a sender, a channel for the message to be sent and a receiver. It means five essential aspect of communication are there i.e. sender, receiver, message, channel and feedback. Also, along the way, there is almost some type of interference, which can include background noise, misspelling in written words, or visual blocks such as brightness or darkness that affect body language. Effective messages are transferred only when both the sender and the receiver are of the same mind and little or nothing interferes during the information channel in other words no place to the barriers in effective communication.
Types of Communication: 1.Verbal,2.Non-verbal 3.Visual, 4.audio-visual,5.Telecommunication etc.
Verbal Communication:
Where there is no use of words that is called as ‘verbal-communication’. Verbal communication is classified into two categories i.e. oral and written communication. Verbal communicating has its drawbacks. It can be inconsistent, unless all parties hear the same message. And although oral communication is useful for conveying the viewpoints of others and fostering an openness that encourages people to communicate, it is a weak tool for implementing a policy or issuing directives where many specifics are involved
Oral Communication:
In the communication process verbal or oral communication has mentioned its own importance. It is true that in the God’s Creation ‘ma’ is the only species gifted with the language and the use of language is primarily in speech. In any organization our communication depends more in verbal form and it is builds up the human relationship in different manners. Without oral communication, the organization is just a body without heart. The oral communication, which is one type of verbal communication, is most important both for the sender and the receiver of the message in the communication process. It is a fact that more than 60% if time in an organization is spend on talking to others in different matters. Hence, the importance of oral communication its most basic level, oral communication is the spoken interaction between two or more people. Oral communication Is composed of multiple elements which, when take as a whole, result in the success or failure of the interaction.
Forms of OraCommunication:Verbal communication in general refers to an interaction between two persons. Even if more than two persons are present in a situation, it is only two communicators than play fundamental role. Therefore, it is otherwise called as person-to-person communication or dyadic communication and one of the commonest forms of speech communication. It provides ideal condition for close range continuous feedback. The meaning exchanged between the sender and the receiver is marked by higher fidelity. There is frequent change in the role of Participants and body language acquires a greater significance. This verbal communication may take a number of forms as mentioned below:
1. Face –to- face Conversation: Conversation is the most common form of oral communication. It links People together be it in Social or Professional life. A face –to- face is possible between two individuals or small group of persons in the interview, or in a small meeting and communication can run two ways in this situations. There is immediate feedback, which makes clarification Possible. Simply we can define as ‘face- to – face communication means the exchanging of information, thoughts and feelings when the participants are in the same physical space.’ Face – to- face communication occurs with our friends, relatives and colleagues whom we like and trust. That’s why conversation rarely finds a place in a programmer of formal instruction. In a wide range of business activities, including formal meetings, coffee room, chitchat, hallway encounters, one-on-caching, annual evaluations, job interviews and more face to face communication depends on the meeting of eye balls. Like all communications, face – to- face involves a sender and a receiver, messages are directly communicated and its effectiveness depends on perfect relationship between both the parties i.e. sender and receiver.
2. Telephonic Conversation: One form of dyadic conversation is the interaction between two persons on the telephone. In this form, the advantage of using body language and eye contact is lost. But it is one of the commonest and fastest ways of contacting persons. It is simple, handy and in the long run economical. It has therefore, been termed as “A priceless means of communication.” Recently, telephone conference facility is available at different places where two to five persons can make a conversation together. The most important here is the requirement of clarification of message through speech and skillful use of voice. The wireless telephone is becoming a requirement of modern age. In a wireless telephone, there is no chance of missing calls. The features needed for this type of telephone depend entirely on the need of the users. It is advisable that one can get a model of wireless telephone that can receive e-mail, media, internet, storing for contacts and maintain daily calendar. There are many features for which one can choose one standard and wireless phones, such as call waiting, call forwarding, conferencing capabilities and voice mail. It is important to treat that telephone is an important business tool.
3.Interviews: The word ‘Interview’ is derived from the word ‘intrevue’ meaning “sight between”;by definition it means ‘A meeting for obtaining information by questioning person-to-person.’ An interview is a classic example of communication that takes place through the process by which meanings are exchanged between people through the use of a common set of symbols. It is a purposeful, interpersonal communication between two individual. James M. Black defined it as, “An interview is a conversation usually between two people, which is confined to a specific subject. The role of the interviewer is to seek information that of the interviewee is to provide it [3].” In other words “It is a conversation yet, but directed to a purpose other than personal, social Satisfaction [4].”
Interviewing is a skill that requires training and experience. To face and conduct the interview both are skills of communication. Interviewing skill is one of the aspects of personality development. In the today’s competitive world, one can get a job through his interview skill. There are various occasions where interviews are to be conducted. The employer may interview several applicants for the job. A politician, public servant or chief of the organization may be interviewed by press reporters through television, radio, journals and magazines. The nature and type of interview can be charged according to purpose.
An interview has three stages such as opening, middle and closing. Each stage has its own set of questions. The interviewer has to start the interview with the introduction and make the interviewee feel at ease. The interviewer must be well prepared for the questions that are likely to be asked. Eye to eye contact is very important in this form of communication and politeness. At the end the process should be closed with a positive note. For job aspirants the interview as a way of communication is very important.
4. Group Discussion: A group discussion is a discussion among participants on agreed topics. This helps him exchanging information and ideas, helps to create a team spirit. Each participant can stimulate ideas in the other people present, and through a process of discussion, the collective view becomes greater than the individual part. A group discussion is a formal discussion among ten to twelve participants who analyze a topic and share information and opinions on it. The group is given a few minutes to think about a topic and then asked to discuss it among themselves for a fixed period of time, say for 10-15 minutes. One or more experts will observe the discussion and evaluate the members of the group. Group discussion topics are usually of four kinds: a) Factual for examples ‘the dangers of passive smoking’, b) a social or political issue, example moral policing’, c) abstract, for example ‘conscience’ and d) case-study based. Where the group discusses a case study and analyses it or offers solutions. Besides being an excellent method of classroom used by business schools as well as employers to select candidates for the final personal interview. They are used to find out whether a candidate has certain skills and qualities needed for him or her to do well in a course or a job that involves working in groups, giving opinions and asking for those of team members to achieve common goals. Even when you are enrolled in a business management course or working in a large company, you will need to participate in group discussions in order to learn skills or concepts or solve problems together with others. When you participate in a group discussion, you are tested for you knowledge and your communication skills as well as your ability to work as part of a group and to lead others towards conclusions and solutions. You should be able to use your understanding of a subject to give your opinion on it and support your ideas with logical arguments. Since communications is a two – way Process, it is important that, besides speaking, you listen to the other participants in the group discussion and respond to their ideas or take them forward.
5. Presentations: A presentation is a talk that gives an idea. Used to present reports, proposals, policy statements and feasibility studies, it has become an important form of oral communication in the spheres of education and work and is closely linked to career and personal growth. Students, teachers, scientist, researchers, managers, sales and marketing, executives and administrators all need this skill in the course of their everyday work. Generally, people vary their ability to speak confidently in public. They feel nervous. It is therefore essential to improve the skill of presentation by improving the skill of presentation the quality of voice, rapport with the audience, use of notes and use of visual aids. Voice quality involves attention to volume speed and fluency, clarity and pronunciation. Rapport with the audience, involves attention to eye contact, respond of the audience towards the presentation and the feelings of audience regarding the presentation. Good speakers vary a great deal in their use of notes. However, a note with main headings and points may be used. Some speakers use projectors and they prepare the slides for presentations to attract the audience. These visual aids help to make presentation livelier.
There are different kinds of presentations:–
– Overhead projection transparencies (OHPs)
– 35mm slides
– Computer projection PowerPoint, Applications such an Excel, etc.
– Flipcharts or black or white boards, sometimes used as ‘Scratch-pads” to expand on a point.
– Real object
– Of these, PowerPoint is probably one of the most effective and widely used tools today.
Like all other skills, presentation will have practice as many times as you can before you make it. This will not only help you with individual presentations but will slowly lead to a big improvement in your general presentation skill.
6. Meetings: Business without meeting and conferences cannot function effectively. In all international and national business meetings and conferences play a vital role. Meetings include board meetings, training sessions, technical discussions etc. Generally, meetings occur for various reasons, specifically when there is a need or when sharing of common experience is for the benefit of the organization. In short, we can say, the purpose of the meeting is to move group actions forward. For an effective meeting the participants have two done the followings:
– Presenting information to other participants.
– Review, evaluate, discuss, problem solve and discussion with each other.
– Communicate, build and share common reality.
– Targeting achievement of the objective
– Group efforts
– Resolve conflicts, confusions and disagreements.
– Generate enthusiasm and a positive attitude.
Meeting is perhaps the most commonly used form of discussion in a professional organization. It is a formally arranged gathering for the purpose of discussing an issue. Every meeting is result oriented and the discussion in the meeting is directed towards a specific end.
7. Grapevine: Grapevine is the informal transmission of information, gossip, rumor from person-to-person. It is usually an unrevealed source of confidential information. The formal network, made up of memos, reports, staff meetings, department meetings, conferences, company newsletters and official notices is highly documented and as such has very little chance for change. However, nearly all of the information within the grapevine is undocumented and is there by open to change and interpretation as it moves through the network. It often travels faster than formal channels. The grapevine allows communication flow in all directions and across all levels of an organization, where it is used by people for casual, social interaction.
Thus, the form of communication has elements of rumor as well as truth. However employees enjoy being part of this network because it gives them both an opportunity to express their views and feelings without restraint and a sense of belonging to a supportive group.
8. Conferences: A conference is a type of group meeting. The participant and subject matter spectrums are wider than those of a seminar or symposium. In a conference a wide range of activities are undertaken under one roof. The purpose of the conference is to confer with persons having similar interests and also to pool their experiences and opinions. Thus, a conference is a closed group discussion with a formal agenda for discussion. In a conference experts from outside sources are invited to deliver their expertise on a particular subject. Since the information to be sent to the potential delegates is substantial, it is better to prepare a brochure containing all the details.
9.Speech / Public Speaking: Speech is a form of verbal communication where the speaker has to talk to a large gathering. Generally, it is given on some occasions or functions of specific type. A purpose of a speech is basically to encourage, appreciate, congratulate or entertain. The speech may be lengthy or short, well illustrated or suggestive. Whatever, the occasion and the nature of the speech, the spoken word is the most powerful, effective medium of communication having immense flexibility of Interpretation depending on many factors. Emerson defined speech as “Speech is power; speech is to persuade, to convert, to compel[5].”
10. Instruction: Directing others to perform a particular act is one of the functions of a professional, contrary to the general belief; it is not an easy task to tell others what one expects fromthem to do without causing any psychological or emotional resistance. In fact, giving instruction is an art which can be cultivated. For the purpose of this discussion, we shall treat all that is said to achieve a single task as one instruction.
For example, if you ask your secretary to make arrangements for a meeting, you may instruct her to supervise the seating arrangement, supply of stationery, serving of coffee, etc. Here the task is the arrangements for the meeting and all that you have asked your secretary to do is related to that task and is therefore one instruction.
11. Dictation: Dictation is another type of dynamic communication, which is very frequently used in professional organizations. It is an art which every professional has to learn in order to transact his day –to-day business efficiently It is wrong to suppose that one automatically acquires the ability to dictate as soon as one joins an organization. In fact, it requires lively imagination and constructive mentality to practice this art successfully.
Conclusion: It is a fact that oral communication is the most widely used method and as it plays a major role in day-to-day life. It is a most important method both for the sender and the receiver in the communication process. Oral communication, as a part of communication process provides an ample opportunities among the people in the organization to express their views, feeling thoughts in an informal way, but this informal communication provides a lots of information on the workings of the organization and this is very much helpful for superior managers of the organization to get the real feedback of the activities running in the organization. In other way, oral communication, in the form of formal communication creates an environment for closer discussion amongst members of the organization on a particular subject for the overall development of organization. The above mentioned forms of verbal communication make the process more effective. In a very short time, message can be transferred to the receiver’s point of view and simultaneously feedback can be derived. Therefore, it is rightly said“Oral communication is the life blood of each and every organization.”
References:
1. Patange H.S., 2009 ‘Business communication, communication skill Nikita
Publication, Latur.12
2. ibid 13
3. ibid 48
4. ibid 48
5. Dr.Pathisatyanarayan, 2005, ‘modern Business communicationforms of oralcommunication Himalaya Publishing House, New Delhi.page 102.
6. Dr.Pathisatyanarayan, 2005, ‘modern Business communication oral communication Himalaya publishing House, New Delhi.
7. Editorial Board, 2009 ‘Radiance- communication (S.R.T.M.University) skills, prose and poetry’ spoken communicationorient Black swan Mumbai.
8. Krishna Mohan, MeeraBanerji, 2009, Developing communication skills,’ Dyadic communication, Macmillan India.
9. G ShailejiaSomdev, 2010, English Language Today, ChinamayPrakashan Aurangabad.
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