Business communication module 3

Business Communication

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Oral Communication

Designing and Developing Oral Communication

Speech

Characteristics of Speech

Committees and Conference

Technological aids in Communication

Visual aids in Oral Communication

Interview for employment

Module 3


Oral Communication

Oral communication describes any type of inter-actionthat makes use of spoken words

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Three types of Oral Communication

InformingGoal is to clarify, secure understandingAt the conclusion of your message you hope listeners have better comprehension

PersuasiveListeners must accept your proposal, your claim, your idea.

EntertainingHumorous and stimulating statements

Types of Oral Communication

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Oral Communication

Steps for Effective Oral Presentation

Determine the purpose Analyze the audience Select the main ideas for the message Research the topic Organize the topic and write the draft Create visual aids Rehearse the talk

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Oral Communication


Determine the purpose

To Inform or Instruct

To Persuade

To Entertain

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Oral Communication


Analyze the Audience and Occasion Within the organization – who and how many people Outside the organization – size, interests, occupation.

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Oral Communication


Select the Main Ideas for the message

Select main theme/idea Gather information Select workable ideas Do not presume that the initial structure is your final version

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Research the topic Collect all data, facts, figures

Oral Communication

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Oral Communication


Organize the data and write the Draft Set in order the data/information

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Oral Communication


A good presentation needs -

1. Introduction

Get attention. Include aim/purpose

(Porch Aim Layout)

2. Body

3. Summary/ Conclusion10IAME, Bangalore



Create the Visual Aids Knowing if a visual adds to understanding the message

Rehearse the talk

Oral Communication

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Ways of delivering Oral Messages

Extemporaneous

Allows speaker to use notes or an outline Allows more eye contact Allows more verbal and non verbal involvement with the audience

Reading

You cannot make mistakes when you read Read from a teleprompter

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Memorization

Risky, as you may forget precise words Groping for words in front of an audience decreases credibility

Impromptu

You speak without preparation, without forewarning

Ways of delivering Oral Messages

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Effective Oral Delivery

Voice is your trademark.

Varying pitch, rate and volume gives it more interest and appeal

Depends on : Pitch Rate Volume Vocal Quality Pronunciation

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Types of speeches

Informative, Entertaining, Persuasive Structure

Introduction

Body

Conclusion

Speech

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Engages the audience Sets the tone Sets out a central theme Tells audience what they can expect Hints at overall structure

What Does the Introduction Do?

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Greeting/attention gathererCaptures interest of audience

Thesis statementSpecifies the purpose

AuthorityEstablish credibility to speak on topic

SummaryOverview of the main points

Important answerWhy is the speech relevant to the audience

Components of the Introduction

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Speech

BodySupports the aim/ purpose of the speech - by topical organization - by chronological organization - by cause to effect

In persuasive speech use the body to persuade, toget audience to accept your position, to believe your evidence.


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Speech

Informative Reports – Oral informative statements are built on written material

Goodwill – Image building Oral speeches may include speeches which welcome visitors, introduce speakers, confer awards, host retirement party etc.

Briefings – Problem solving sessions. Make concise presentations on pros and cons of an argument/ current situation/ options to meet the situation.


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Speech

Informative Briefings – Problem solving sessions.

Make concise presentations on pros and cons of an argument/ current situation/ options to meet the situation.

Instruction – To have listeners follow your instructions, Goal will be to clarify a process, policy and even philosophy of the company.


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Speech

Persuasive Speech Four categories

Policy

Procedure

Value

Fact

Business CommunicationConferences

Coordinate activities

Build morale

Secure agreement

Brief staff / clients

Solve problems

Exchange information

Initiate policy

Product launching

Purpose

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Planning

Conferences

Understand the objectives

Think of a suitable theme

Decide the prospective participants

Estimate the cost

Decide the financial support

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Date and time

Attendees

Conference content

Venue- facilities

Accommodation

Budget

Feedback and follow up

Conferences

Conducting

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Effective way to share limited resources

Reduce travel expenses

Increase overall productivity

Location of camera

Practice / be familiar with equipment

Use voice and body effectively

Dress appropriately

Format the slides

Maintain face-to-face connection

Light the space

Break often

Be comfortable

Video conferencing

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Keep it simple

Keep it short

Get off to a quick start

Ask relevant questions

Use a specialist

Complete pre-flight checks

Start with the phone

Keep slides simple

Plan ahead for software demos

Hire a professional moderator

Test and retest

Use both views for presentation

Anticipate glitches

Web conferencing

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Business CommunicationPreparation

Self AssessmentRe-assessment and updating one’s resumeResearch on the targeted company/organization and positionPractice of typical and targeted interview questionsFollow-up

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Thorough preparationDressing sense and AppearanceEstablishing RapportBody LanguageAnswer questions confidentlyBe prepared to ask the interviewer a few questions towards the end of the interview

Success factors

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Eye contact : vital, maintain sincere, continuous eye contact

Facial expression : cultivate appropriate expression, smile, eliminate negative characteristics

Posture: sit tall, lean forward slightly, reveal confidence

Covered in Module 5

Non-verbal aspects

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Gestures - avoid overt gestures, use meaningful ones

Space- give respect to personal space and boundaries

Covered in Module 5

Non-verbal aspects


Traditional job interview : broad-based questions, skills

and abilities, enthusiasm, team-playing skills

Behavioral Interview: past performance is the best

indicator, probe specific past behavior, recalling scenarios

Case Interview: management consulting firms,

investment banking companies

On-site Interview: long, in-depth knowledge, first-hand

experience of the company

Styles of interviewing

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Screening Interview : by someone in HR, face-to-face or telephone, qualification requirements

Selection Interview : personality necessary to fit in

Group Interview : separate leaders from followers, team playing skills

Panel Interview : interview by several people.

Stress interview : handling adversity, simulated stress

Types of interviews

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Visual aids and Technological aids covered in Module 5

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End of Module 3 Thank you

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Education

Business communication module 3