Verbal communication

Group MembersMadiha IrshadMehwish JavaidSumaira NazIqra IshtiaqQurat-ul-Ain

Table of contentsWhat is verbal communication?Types of communicationEtiquettes of communicationAdvantages & Disadvantages of communicationChallenges & Purpose

Communication - MeaningCommunication is a dynamic processthrough this process we convey a thought or feeling to someone else.how it is received depends on a set of events, stimuli, that person is exposed to.how you say what you say plays an important role in communication.

What are the most common ways we communicate?Spoken WordWritten WordVisual ImagesBody Language

The Communication ProcessSENDER(encodes)RECEIVER(decodes)BarrierBarrierMediumFeedback/Response

LEVELS OF COMMUNICATIONVERBALIntra verbal: intonation of word and soundExtra verbal : implication of words and phrases, semantics

NON-VERBALGesturesPosturesMovements

Verbal CommunicationUses words either written or spoken.Better to use Oral.Refers to use of sounds and language to relay message.Expression of desires, ideas and concepts.Vital to the processes of learning and teaching.

Strong RelationshipPrimary tool for expression between two or more people.Heart of any relationship.Source of interaction.

Key Components

Cycle Sounds Words

Speaking Language

Sounds

At birth, most people have vocal cords, which produce sounds.

Words Imitative of natural sounds.Expressions of emotions.Words alone have no meanings People put meanings into words.

Language

As meanings is assigned to words, language develops.

According to theoristsLanguage is an out growth of group activities.Language develops from basic sounds and gestures.

Total languagesOver 3,000 languages are spoken in the world.Create difficulties between different languages.

Speaking Language leads to the development of speaking.Eliminate misunderstanding.

Areas of speakingTwo major areas are:InterpersonalPublic

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Interpersonal speakingprocess by which people exchange information, feelings, and meaning throughverbal communication as well as non-verbal cues.

Interpersonal speakingLearned behaviorImproved through:

Types of Interpersonal SpeakingDyadic speaking

Public speaking

Small-group speaking

Interpersonal Speaking in Businessstaff meetings, formal project discussions, employee performance reviews, and informal chit-chats

client meetings, employment interviews, or sales visits

Verbal communication- essential part of business dealing

Ideasstyles

Speaking Casual approach can be problematic

Second, first impressionPeople perceive totally different meaningSender dont have apparent ideaUnable to articulateManage your impression by:consciously tailoring your remarks delivery style that suit the situation

Business Speakingblurred, imprecise, or thoughtless business communication can:

squander precious time estrange employees or customersobliterate goodwill toward management or the business as a whole.

SpeakingGoalTake advantage of positive characteristics.Minimize the dangers.

Speaking - a tool to accomplish your objectives.

Plan - what youre going to say & how youre going to say

Uses

Give and collect information. Influence the attitudes and behavior of others. Form contacts and maintain relationships. Make sense of the world and your experiences in it. Express personal needs and understand the needs of others. Give and receive emotional support. Make decisions and solve problems. Anticipate and predict behavior. Regulate power.

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It requires the ability to develop and present ideas in a persuasive and organized manner.Public Speaking

Choosing a TopicPurpose of speechKnow your audienceGather informationOrganized your speechIntroduction to your speechConclusion

Seven steps to creating an Effective Speech

Choosing a

Purpose of speech

You must know what are you persuading or informing your audience.Purpose of speech

Know your audience

Audience is the main focus of your Speech so you must,Know the need of your audienceKnow the Demographic features e.g.How large the audience will be,What they feel about topic,Condition you will be speaking in.

There are countless sources of gathering information e.g. Newspaper MagazineInternetGovt documents

Gather information

Organize speech in different order that make sense.Chronologically (cover sequence of event). Spatially (describing something from top to bottom).

Problem solution (presenting problem followed by solution). or by some other orders.

Introduction to your Speech

ConclusionA speaker provide the clear closure in the ending so that the audience is clear that the speaker is finished.You can do this byRestating main pointsEnding with quotation summarize your main points

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Etiquette The practices and forms prescribed by social convention or by authority.Cultural specific

Importance of etiquettes

Gives professionals the tools to impress clients and colleagues.Builds confidence and helps create a winning style.Gives the organization an overall polished, professional image.

Principles of etiquettes

Making introductionsAlways make a proper introduction

Points to remember when making introductionsIntroduce the person of greatest importance or authority firstGender or age is not the deciding factor. When a client is involved, mention him or her first. A proper business introduction should include first and last names.

Telephone etiquettesIdentify yourselfReturn phone calls within 24 hoursWhen you place a call, identify yourself, your company or department you representAlways speak calmly and choose your words naturallyUse simple English avoid slang and/or acronyms(customers)Focus your attention on the customer

Customer forms a mental PICTURE of you.P PITCHI INFLECTIONC COURTESYT TONEU - UNDERSTANDINGR RATEE - ENUNCIATIONTelephone Etiquette

Interoffice phone etiquettesDont hover outside a coworkers officeLeave and try again later Dont listen coworkers conversationKeep your conversation professionalConversation should be straight or to the point

This is companys message system not yours.Be professional Outgoing messages should include your nameLet the caller know how to reach a live person in an emergencyKeep your outgoing messages current and up to date

Placing someone on hold Make sure its for a good reason Ask the person if he/she will hold or not Never keep a caller on hold for more than a minute Thank a caller for holding

While making emails dont useAcronyms-LOL etcEmoticons Dont use text messages like conversation or informal talkDo include subject lineProper capitalization and punctuation

Addressing with othersProper addressing with subordinates or othersFormal relationships, while introducing use:Mr. to address manMrs. womanMs. Whose marital or single status is unknown

Specific rules for addressing othersSuperiors: Always use gender specific titleColleagues: Address them by their first namesSubordinatesClients & customers: Should be formal and address them by their first names

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Whats the Purpose of Verbal communication

In context of BusinessEssential actions taken by managers and staff almost entirely through verbal communication.Its important because you have to deal with variety of people, who have different culture, ages and with different levels of experience.

Ineffective communication results in:Coordination breaks downRelationships sufferMistakes multiply Productivity crash down

Advantages of Verbal communication

Increase accuracy of communicationMore precise than non-verbal communication

Saving of Time

Saving of Money

Clear Doubts

Disadvantages of verbal communication

Lack of Proof of MessageNot Suitable for Future ReferenceCan quickly forgotten

Not Suitable in Case of Distance

Quick escalation of a situation

Cultural, audience and listening

Challenges of verbal communication

Challenges arise when one use it to express oneself. These can beMisunderstanding because ofPoor word choiceDiffering perspectivesFaulty communication techniques

Language As barrierBecause of different cultures and Differences its difficult to communicate

How To improveCommunication skills???

Improve language.Improve pronunciation.Work on voice modulation.Work on body language.Improve on your topic of discussion.

Practice meditation & good thoughts.Think and speak.Do not speak too fast.Use simple vocabulary.Look presentable and confident.Do not speak only to impress someone.

THANKS

*MEHWISH JAVAID(BB-10-34)*1