Merits and Demerits of oral Communication

 Imagine a situation in which a manager gives only verbal instructions. What will be the advantages and disadvantages situation?

Enlist the advantages and disadvantages of verbal communication

Or

Discuss the merits and demerits of oral communication                                                                                                                                                         (R.G.P.V., June 2008)                                                                                                       (R.G.P.V., Dec. 2008, June 2009)

Answer:              

Oral communication has the following merits -

1. Oral words and speech have greater power than the written word. A powerful speaker can convince and sway people's opinions and arguments especially in an oral dialogue or group discussion. For a professional person adeptness at oral communication enables him to give convincing presentations, which goes a long way towards furthering his career.
2. It saves time. Oral communication is a face-to-face dialogue that can be conducted anytime and anywhere. Large groups of people can be called together and addressed orally which saves a lot of time. It is especially useful when immediate action is required.
3.  It saves money. Written communication is costlier than oral communication especially when large groups within an organization are involved.
4. It is easier to communicate orally especially, amongst large groups of people. Conferences, committees, and meetings can be called and oral communication with a large group can be easily carried on.
5.  Oral communication enables one to get immediate feedback and also respond accordingly. The speaker receives an immediate response to one's communication and can thus answer the receiver's queries and clarify his doubts. This enables matters to proceed further faster.
6.  Oral communication by virtue of being a dialogue is less formal than written communication. There is personal interaction, which can help in building personal relations and bringing about openness between the Speaker and the receiver. The listener can give valuable inputs which can be beneficial.

Oral communication has certain demerits too. They are-

1. Oral communication does not constitute a written record and as such, has no legal validity They cannot be referred to in cases of dispute.
2.  Oral communication is highly unsuitable for lengthy and detailed messages.
3.  There is greater chance of distortion and misunderstanding with communication. One may have difficulty recalling the exact message and may also misinterpret the message. This can lead to confusion and laxity in carrying out instructions.
4. In oral communication tone and modulation of one's voice is as important as the actual words. Thus, any feeling of ill will or sarcasm or resentment the part of either the speaker or the listener becomes immediately apparent in oral communication. This can make the situation awkward and difficult unlike,  written communication where personal interaction is less important.
5. Oral Communication can make it difficult to fix responsibility for mistakes and wrongdoing.

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Visual Aids

What are visual aids? How do visual aids make the oral presentation more effective?
(R.G.PV, June 2010)

Or

What are visual aids? How can visual aids be made more effective?
(R.G.PV, Feb. 2010)

Or

Write a detailed note on visual aids.
(R.G.PV, April 2009)

Ans. Statistics have shown that 83 percent of what we learned is through sight and this makes it imperative that any oral presentation should have visual aids. Visual aids bold the audience's attention and stimulate their interest. While planning to prepare oral presentations, one should decide beforehand, when, which, where and how many aids to use.
                   The choice of visuals depends upon the topic, the kind of audience and the availability of the aid. Visual aids can be in the form of charts, handouts, diagrams, slides, transparencies or objects. One can use visuals to mark the main points of one's presentation. A list of key terms and definitions can be given which the speaker can refer to during his presentation. A list of Key terms and definitions can be given which the speaker can be referred to during his presentation. Key concepts can be illustrated in diagram form and referred to during the presentation. Diagrams of objects, showing their salient features and illustrating their components can also be used. Charts are the easiest and the most popular form. It's however difficult to give them a finished and neat look. Another type of visual aids is printed handouts, which are copies of what the speaker is going to say. The advantage is that the audience is able to become familiar with the subject matter beforehand and the disadvantage is that can take away the audience's attention if they start reading it while the presentation is going on.
Nowadays, visuals are most commonly in the form of transparencies which are displayed through an overhead projector. The matter to be displayed is written on paper, photocopied and transparencies are made, Another form of visuals are powerpoint presentations or slides. These are prepared on a computer and then displayed during a presentation. Actual objects can also be visually displayed and used for demonstrating and illustrating one's subject matter.
                                  One should keep certain points in mind while using visuals in one's presentation. The visual should not be displayed beforehand because this can distract the audience's attention. When used, the visual should be displayed in such a way that it is clearly visible to the entire audience. The speaker should stand
on one side of the visual and use a pointer to refer to it. The visual should be simple and sharp, and not cluttered with too much text since that would make it difficult to understand. If one plans the use of visuals properly and keeps these points in mind while using visuals, One can make the presentation more vivid and interesting.

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Written Communication

Explain written communication with its different forms.

Answer

In written communication, the sender uses the written mode to transmit his her message. Written communication is routinely used for documentation purposes in business and government organizations. Reports, proposals, books handbooks, letter, emails, etc. are come in this type of communication,

It has been said, 'Reading maketh a full man, conference a ready man and writing an exact man' (Bacon, Essays). Written communication forms an integral part of life today. Letters, memos, documents, reports, and articles are constantly prepared and exchanged especially in the business and professional arena.

Nowadays, any organization requires a team of specially qualified persons who carry out specific assignments. In order to coordinate and integrate the knowledge and work of these diverse specialists, written communication is employed. Written communication is an indispensable aspect in every business house as it receives, analyzes and records information and data and checks the complexity of business activities.

Written communication has various forms such as -

Letter - Letters are the most widely used form of written communication. They help a business person to build new relations and maintain established ones. Letters are mostly used by a business person to correspond and communicate with customers, suppliers, buyers, business associate banks, employees and government agencies.

Memo - A memo or memorandum is used to communicate within an organization. It is an informal message system and generally related to daily work. It is used to convey instructions or information. Many organizations provide pads of memo i.e., blank sheets for the exchange short messages among individuals memo forms are small and have
company's name printed on the top of the form space is also provided a date, sender's name and department and the receiver's name and department. Top executives generally have their own personalized memo pads. Men may or may not be signed.

Notice- A notice is used when many people in an organization or area have to be given the same information. It is the most common of mass communication within an organization. Notice is short and pithy. it's language is simple and clear and the type is large and well-spaced so that it is easy to read.

Circular - It is a detailed document giving information, instruction or orders on a specific issue. A Circular has a number and date for reference and is signed by the authorized signatory of the issuing office. Circulars are generally issued by government departments and official bodies such as councils, universities and head offices of an organization.

 Report- A report is a document prepared by an individual or a committee entrusted with the task of collecting and compiling data on a given topic,.It entails careful research, collection of data, thorough planning and lucid presentation of findings along with conclusions and recommendations.
Reports can be of varyıng length and can be anything from two pages to a full book divided into chapters.

Minutes - Minutes are the written record of decisions taken at a meeting. Different organizations have different conventions of recording the discussion and decisions at a meeting. Minutes may be written by hand or
typed and pasted in a minute book or typed and filed in a minute file. Minutes of a meeting constitute a legal document.

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Oral Communication.

Write a short note on oral communication.

 Face-To-Face interaction between the sender and the receiver called oral communication. In this communication, there could be two more than two persons who use spoken language as a medium of communication. For example, presentations, deliver speeches, participate in group discussions, appear for interviews or simply interact with somebody. The spoken word has greater power than that of the written word. World leaders such as Gandhi, Rousseau, Voltaire, Lincoln and Martin Luther King were adept at making speeches and rousing people's emotions. Their oratory and speaking skills exercised a tremendous influence on the common man and brought about revolutions.
                           Oral communication is vital to human society be it the field of education, the business sphere, or interpersonal relations. A successful teacher is one who is able to clearly and effectively communicate his learning to his students. A well-run, successful organization is one, which has a good and strong, formal and informal oral communication network between its management, workers, and staff. The strength of our interpersonal relations also depends on our ability to have effective oral communication. Thus, whatever be the field. one's success is directly related to one's adeptness at oral communication.  
                           An important aspect of oral communication is paralanguage or articulation and intonation. Paralanguage refers to something that is in addition to the language. While words in themselves are extremely important, equally important is the tone and modulation of one's voice. while speaking one has to give importance not only to what is said but also to how is Said. Thus, a friend who drops in for a visit at an inconvenient time may be greeted with "Oh! How lovely of you to come", while the tone of the words may suggest, "I wish you hadn' t  come right now ".

Why is oral communication considered as an effective mode of discussion?                                                                                                                                                                  (R.G.P.V., Dec. 2014)

Oral communication is interpersonal and so it is an effective mode of discussion. It helps resolve issues, solve problems, settle disputes and iron out differences. Since it offers immediate feedback, it can be made flexible to suit the immediate needs and requirements of the situation in terms of time, cost and effort it is generally more convenient and fewer strenuous, A lot of business is transacted daily by means of oral communication,

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process of communication

Describe the role of communication. 
                            Or
Write in brief about the importance of communication in today's world.                                                                                  [R.G.PV, June 2017 (III-Sem.)]
Ans Communication has become very important to everyone in the world. The word communication is derived from the latin word 'communis' which mean 'to share'. It is an activity of exchanging information through ideas,
thoughts, messages and information. Communication can be compared to water. Both are found everywhere in the world, both are integral in our life, and both are taken for granted. In daily life, communication brings people
together. In business, well communication is a key leads to success. ln a global environment, communication is a very useful tool to develop diplomatic relation between countries. Many people believe that the significance of
communication is like the importance of breathing.
                 Communication plays a pivotal role in the personality of any individual. Without communication we cannot know the feeling of the other person and express his feeling towards other person. In present age communication skills is introduced in every organization, whether you are joining for a getting adnmission in any good instütution.
             The role of good business communication is to reduce or greatly eliminate the dissonance that occurs when one person is communicating with one other person, or more commonly, with many others. The success of 
depends on the efficacy of business communication. For this, communication is regarded as the lifeblood of business. Most business people have been in situations where lack of communication or poor communication caused an adverse result.

Describe the process of communication.      (R.G.PV, April 2009)
                                    or
List and connect the major elements in the extended communication model.                                     (R.G.PV, June 2010)
                                     or
Describe the process of communication with the help of a schematic diagram.                                        (R.G.PV, June 2012)
                                     or
Describe the process of communication, indicating clearly the role of each constituent element.   (R.G.PV, Dec. 2014)
                                      or
What is the process of communication ?  [R.G.P.V, Dec. 2016 (Ill-Sem)]
                                           or

What is the process of communication? Discuss the application of non-verbal communication in an organization.                                                                            (R.G.P.V, June/July 2006, June 2013)
                                           or  
Give diagrammatic representation of the process of communication                                                   [R.G.P.V, Dec. 2017]
Ans. Process of Communication - 
The word 'communication' means sharing of information or inteligence. Language is the most common medium of communication. The other means of communication are physical gestures; non-linguistic symbols such as trafftic lights, road signals etc., telegraphic and secret codes.
                 Linguistic communication is the most commonly used. it is a process, the main constituents of which are sender, message, channel, receiver and response. 
                For effective communication there should be a common background, interest or purpose between a sender and a receiver. Communication is a social activity and each society develops a common medium which can be a language or code. To encode a message, relevant symbols are selected and arranged to convey meaning.
                  The choice of the channel through which communication is done and the type of symbols is determined by the situation. A scientist would use technical language to address research workers whereas while talking to hís family he would use informal, day-to-day speech.

When the sender sends a message he expects a response, which could be favourable, unfavourable or immediate the observation of the receiver's response in called feedback. For example, a person would like to place an order for a book. He writes a letter (message) and sends it by post (channel) to a bookseller (receiver) who despatches the book to him (response). The book (feedback) is then examined to assure that it is the same book.
      When there is a gap between the message sent and message received, there is failure of proper communication and this is called a semantic gap.This failure could be because the sender is not clear about his objective or choice of medium is incorrect. Therefore, a great deal of importance is attached to acquiring effective communication skills.
Application of non-verbal communication:
In an organizatíon application of non-verbal communication implies paying attention to the general bearing, facial expressions and posture in short the entire body language.
            The employees and staff should be encouraged to behave pleasantly and reflect calm, confidence and a positive manner. Non-verbal communication between them should reflect a comfort level and an amiable relation. Non-communication is also important for effective communication.


Define feedback. What is the importance of feedback in the process of communication?                  (R.G.PV, Jan./Feb. 2008)
                                               Or
What is the importance of feedback in the process of communication?                                                                                      (R.G.PV, Dec. 2012)

                                                Or

Write note on importance of feedback in communication.                                               (R.G.P.V, Dec. 2013)

                                              or

How is feedback important in communication ? Give two example of delayed feedback.                        (R.G.PV, June 2011)


Ans   Feedback is the response or reaction of a receiver to the mesage sent by a sender and it plays an important role in the process of communication,
                         Moving on the presumption that listening has been accurate, the receiver is also expected to provide feedback. This is the most important part of communication that completes the entire loop. If it is missing, chances are high that errors in interaction are going to bound. A good strategy of giving feedback is to follow a three-tier process-
(i) Listen to what the sender is trying to communicate.
(ii) Repeat the crux of the message to ensure that your intentions have been rightly understood.
(iii) Give a response to the message.

The repetition bit is the most important. At the time of interacting, the participants, acknowledge the message by probably a nod of the head or a "yes". Where in lies the assurance that whatever has been said, has been
understood with the same intention? The same words used in two different contexts could have two different interpretations. Moving on the assumption that a stereotyped meaning can be applied to all situations can lead to
miscommunication.

            An example of delayed feedback in a comment from the coach at the end of the activity, at half time or from video analysis after the game.This information allows for changes in technique for future performances. Two
other examples are elecronic mail and voice mail
Explain the different stages of the communication process.                                                              (R.G.PV, June 2014)
Ans. There are five different stages of communication
1.Ideation 

2. Encoding 

3. Transmission  

4. Decoding  

5. Response

1.Ideation :-This stage refers to the formation of the idea,or selection of a message to be communicated. Messages are categorised in 2 categories-logical and emotional messages. Factual information comprises
logical messages , and emotional feelings comprise emotional messages. Both the logical and emotional messsages constitute the 'what'  of communication

 2. Encoding This is the process by which the sender converts the idea into a message by using verbal or non-verbal means of communication. These could be words, gestures, symbols, signs or body movements.

3. Transmission: It refers to the flow of  message over the channel. Transmission confirms the medium selected during the process of encoding and keeps the communication channel free from interference or noise so that the message reaches the receiver without any disturbance. Communication also involves the proper time, proper place and a  proper way.

4. Decoding: This stage involves translation or conversion of the received stimulus into thoughts so that one can properly understand the message. The receiver has to receive a message and assign a meaning to understand it.

5. Response: It is the action or reaction of the receiver to the message. It helps the sender know that the message was received and understood.

 What is the importance of professional communication?

Ans. Professional and business communication involves interaction with those we work with, whether we have a close relationship with them or not. Any spoken or written interaction that represents you to your coworkers and/
or Supervisors or represents your work-place is professional communication. It requires close attention to detail with regard to wording the intended reader's perspective, and the desired outcome of the message. In other words, you do want to offend or alienate the person you are communicating with, especially if you need their cooperation, and most especially if they have authority over you. Professional communication often occurs within the culture of a particular work-place industry and so may reflect the particular expectations and idiosyncrasies of that company.
                Observers are able to judge the speaker's characteristics and evaluate his capabilities through communication. For example, in a job interview, question are being asked to assess the interviewee if he or she is suitable to be a member of the company, In this case, effective communication comes in handy for him
to convince the interviewer of his or her capabilities. Theretore, having effective communication skills is an advantage to individuals.

Define verbal communication. Write its types.
Ans. Since a professional has to spend a large amount of his/her working time in speaking and listening to others besides reading and writing, most of the time he/she has to use language as a vehicle of communication. This type of communication is called as verbal communication. Thus, verbal communication stands both for the spoken and the written word used in the communication process.

verbal communication classified into two types:

(i) Oral communication (ii) Written communication

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Objective of Communication

Objective of Communication

 Elaborate on the objectives of communication. (R.G.PV, June 2012)

The basic objective of human communication is trying to elicit a reaction from the person. we are trying to communicate with. From a business or commercial angle, if we observe any small or large business around us We will be able to notice that the amount of success the business has achieved mainly relies on its power of communication. Communication defines the level of success that the company has attained. Following are the main objectives of business communication-

1. Information   - "The core objective of a business is to convey information and making individuals more up to date. For example, all the advertisement campaigns that we notice around uß are an attempt to inform and convey the information across to others, and in the case of companies. this information is generally regarding the product or services at the offer.However, the method of communication may be verbal, written, visual or any other.

2.Motivation - Communication in business is essential to boost the worker's motivation. Thus if the communication is carried out correctly and is successful in encouraging the workers and workers are sufficiently encouraged, the work gets completed easily, proficiently and the workers will carry out their functions by themselves without supervision.

                         Communication should be utilized to construct a proper working atmosphere, Employees who work at a lower level in the chain of command of the organization should be motivated to give ideas and inputs on the methods to improve the functioning of an organization, this type of communication brings about a feeling of involvement and connection and creates more loyalty towards the company.

3. Raising Morale - Another extremely significant objective of business communication is maintaining a sense of high morale amongst the workers so that they perform their tasks with dynamism and resilience as a team. This is a key aspect that can create a great impact on the success of a company. However, as morale is a psychological aspect, the condition of high morale is not a lasting feature. An organization could have a sense of high morale between the workers for a particular phase but could discover that the employees have lost their morale in the following phase. Therefore, to keep the sense of high morale amongst the employees, an organization has to constantly put in their efforts in that course.

4.Order and Instructions- An order is an oral or written rule influencing the start, end or adjusting an activity. This form of communication is internal and is executed within a company. An order may be in written or verbal form. Written orders are given when the type of job is extremely vital or the person who would carry out the task is far off. Care must be taken at the time of handing out written orders. A copy of the order maintained so that it is easy during the follow-up. Oral orders come into play at the time of urgency in the work and when the person is in close proximity.

However, it is extremely vital to follow up in both cases.

5. Education and Training - These days, communication can be additionally used in business to enhance the scope of knowledge, Education is a very conscious process of communication, it involves both teaching and learning by which organizations provide to their employees in the form of training. Education is given for management, employees and the outside public.

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Buisness Communication

Q.3. Define business communication and give its main purpose(RG.PV, June 2014)

Ans. Business communication is the sharing of information between people within an organization that is performed for the commercial benefit of the organization. It can also be defined as relaying of information within a business by its people.The main purposes of business communication are

• Initiate to change in an organization
• Develop a labor-management relationship
• Education and training of employees
• Persuasion
• Coordination and cooperation
• Formulation and execution of the plan.

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