Oral communication

 Oral communication is transfer of information from sender to receiver by means of

verbal and visual aid. Examples of oral communication include presentations,
speeches, discussions, etc.
 Though the message is conveyed through words, most of the times oral
communication is effectively carried out with the help of non-verbal communication
like body language and tone modulations. Oral communication is also at times
mixed with visual aid to help establish the conveyed message in a clear manner.
 Examples include usage of presentations in a seminar or meeting to put across the
message in a clear manner. Oral communication can also be mixed with written
communication methods to ensure that maximum effectiveness is achieved.

Benefits of oral communication.

 This form of communication is a quick and direct method of communication. Be it a

criticism or praise or information, it helps to convey the message immediately to the
receiver.
 This method of communication enables in obtaining immediate feedback and hence
is a form in which two-way communication can be enabled.
 The other main advantage of this communication method is that it helps in
conveying the message with the desired pitch and tone that is needed for the
message.
 It also saves on time in a huge way and saves enormously on effort that is spent.
 Oral communication is a less formal method as compared to others and hence adds
a personal touch to your message.
 Combined with the right kind of verbal communication, oral forms can create
confidence and loyalty on the sender from the receiver’s side.

There are many ways to create an effective oral communication.

 It is important to ensure that the words are framed properly and are delivered in the
right pitch and tone.
 Clarity, brevity and precision are mandatory features of an effective oral
communication system.
 It is advisable to avoid complicated sentences and jargons so as to make sure that
the message is conveyed across properly.
 It is important to establish an eye contact and to modulate body language based on
the message. For example, a strict order can be conveyed better when
communicated with a formal and stern body language as opposed to a casual and
friendly one.
 Though it has many advantages, oral communication has its set of limitations also. This
form of communication can be misinterpreted or misunderstood very easily.
Communicating effectively through oral forms require high skills and is not something that
everyone can master. It is also not a form of communication that can be used as a form of
documentary evidence.

When oral communication is more effective

Oral communication is more effective when communication needs a human touch,

establishing a direct relationship, maintaining secrets, reaching mutual understanding and
avoiding complexities with oral consent.

1. Instant communication Oral communication is more effective when it is needed to

communicate with someone instantly.

2. Detailed Explanation of Policies If any direction of managers and policy or procedure of

the company requires explanation, oral communication is the best way to communicate.

3. Developing direct relationship If it is important to establish a direct relationship between

sender and receiver, or between workers and management, they should communicate
orally

4. Maintaining secrecy Oral communication is best suited when information is to be kept

secret. Written communication leaks secrecy as the message passes from hand to hand.

5. Instant response Where instant reply from the receiver is required, oral communication
is the best suited there.

6. Reaching to mutual understanding Sometimes the open discussion is needed for reaching
a consensus. Such discussion is possible only through oral communication.

7. Illiterate receivers When the receivers are illiterate, written communication is

meaningless to them. Oral communication is only the way to communicate with them.

8. Avoiding bureaucratic complexities Bureaucratic complexity delays the communication.

In order to avoid any delay caused by bureaucracy or red tapism, oral communication
should be used instead of written communication.

Causes of failure of oral communication

1. Absence of planning If the message of the oral communication is not properly planned, it
cannot draw the attention of the audiences. Therefore, before delivering oral message, the
speaker should prepare necessary plan.
2. Over confidence In case of oral communication, communicator should have self-
confidence. Though self-confidence is essential in oral communication, over confidence may
collapse the communication

3. Over busyness In most of cases, oral communication occurs in a busy situation. This may
cause distortion of message. As a result, communication becomes ineffective.

4. Quick transmission When the communicator transmits a message or information very

quickly, the audience may not understand a part or whole of it. In such case, if the message
is not repeated, communication will fail.

5. Poor and defective presentation Presentation is an important prerequisite of oral

communication. Sometimes communication becomes ineffective due to poor and defective
presentation of the speaker.

6. Inattention Inattention is greatly responsible for failure of oral communication. Both the
parties must pay due attention towards the communication message. If either of the party is
inattentive, communication between them becomes ineffective.

7. Presence of emotion Emotions of both parties may influence the effectiveness of

communication. Sometimes in oral communication, parties may not control their emotions.
Their emotional behavior may lead the communication in vain.

8. Status difference Status difference of the speaker and listener greatly affect the success of
oral communication. If either of the party boasts of his position and ignores the other party,
then communication between them will be blocked.

9. Lack of evaluation In oral communication, there is little opportunity for both speaker and
listener to evaluate the message. This also causes failure in oral communication.

10. Linguistic barrier Improper language is another cause of failure of oral communication.
Linguistic barrier arises from using unknown words, technical words, jargon’s, accent
difference etc.

11. Disregard to receiver When superiors communicate orally with subordinates, sometimes
they may show disrespect to the subordinates. Due to such disrespect, subordinates may
show less interest towards the message.

12. Difference in personality In case of oral communication, listener pays attention to the
personality of the speaker. If the speaker holds less personality, the listener will not pay
attention to the speaker’s message.

13. Receiver’s interpretation Receiver’s interpretation of the message severely affects the
effectiveness of oral communication. Generally, listeners try to understand the speech of
the speaker from their own emotional behavior. In such a situation, listeners may interpret
the message wrongly.
Written communication
 Next to oral communication, written communication is the oldest known form of
communication. Any form of communication which is written and documented from
the sender to the receiver is known as written communication. Examples of written
communication include letters, memos, research papers, reports, etc.
 It is a very concrete form of documentary evidence and can also be used for future
reference purposes. As the information is written, it can be easily distributed to
many people thus making it a bulk communication method. As the information does
not change from person to person, the accuracy of the information conveyed is
same across the entire audience.
 To ensure an effective written communication form, it is a must to follow
completeness, clarity and correctness in your writing. As there is no immediate
feedback that can be received, it is important that written communication is
detailed and accurate to ensure that the write message is communicated.
 Also remember to keep the communication simple and without any errors. Written
communication also has its limitations like lack of feedback, absence of modulations
to convey message effectively, etc. These can be overcome effectively by mixing oral
communication with written so as to combine the advantages of both along with
eliminating the disadvantages.

When Written Communication is More Effective

Conveying Complex Information: When the sender wants to convey complex information,
written communication serves better than oral communication. Having the written
document, the receiver can read it repeatedly until he/she understands the entire message.

Need for Permanent Record: Written communication is preferable when a permanent

record is needed for future reference.

Communicating with Large Audience: When the audiences are large in number and
geographically dispersed, written communication is fruitful there. The sender can
communicate repeatedly with the same written document or information sheet.

Less Need for Interaction with Audience: Written communication is also suitable when
immediate interaction with the audience is either unimportant or undesirable.

Maintaining Uniformity of Application: When any message is to be applied uniformly at

different places, the sender should prefer written communication instead of oral
communication.
Tips to improve written communication

1. Use Short and Familiar words.

2. Use Short Sentence and Paragraphs.

3. Use Technical Words with Caution.

4. Use Active Voice.

5. Give Examples and Charts

. 6. Express Thoughts Logically.

7. Avoid Unnecessary Words.

8. Avoid Discriminatory Words.

Advantages of Written Communication

(i)It is easy to preserve: If it is needed important information can be collected from the
preserved document.

(ii)Easy presentation of complex matter: written communication is the best way to

represent any complex matter easily and attractively.

(iii)Permanent record: They act as permanent record. When it is needed, important

information can be collected from the preserved document.

(iv)Prevention of wastage of time and money: Without meeting with each other the
communicator and communicate can exchange their views.

(v)Accurate and effective presentation: Through written communication top executive can
present information more accurately, effectively and clearly. As it is a legal document
everybody takes much care when drafting it.

(vi)Used as a reference: If it is needed, it can be used as a future reference.

(vii)Delegation of authority: It can help the authority to delegate the power and authority
to the subordinates

(viii)Longevity: written document can be preserved for a long time easily.

(ix)Maintaining image: It helps to maintain the image of both the person and the
organisation. It also protects the image of the company or organisation.
Disadvantages of Written Communication.

(i)Slow and time consuming

(ii) Lengthy and expensive

(iii) Lacks personal touch

(iv) Unsuitable for illiterate people.

(v) Lacks confidentiality.

(vi) Filing- It has to be filed properly.

FACTORS INFLUENCING CHOICE OF COMMUNICATION METHOD.

(i) Personal preference

(ii) Organisational structure.
(iii) Security issues and concerns
(iv) Skills and training.
(v) Ease of use
(vi) Size of institution/ business
(vii) Storage issues
(viii) Location of sender and receiver
(ix) Urgency
(x) Cost

Conclusion

Oral Communication is an informal one which is normally used in personal conversations,

group talks, etc. Written Communication is formal communication, which is used in schools,
colleges, business world, etc. Choosing between the two communications modes is a tough
task because both are good at their places. People normally use the oral mode of
communication because it is convenient and less time-consuming. However, people
normally believe in the written text more than what they hear that is why written
communication is considered as the reliable method of communication