Advantages Of Oral Communication

Published Date: 02 Nov 2017

Communication Process:

SENDER � The information source that is transmitting a message to the receiver

MESSAGE � The package of information

RECEIVER � The recipient of the message

Types of communication

1. Internal Communication: When information is exchanged between the persons of the same organization, it is known as internal communication. It is the basis for official works. It is also an indispensable part of office function. It is the responsibility of the managers to develop an effectiveness communication system within the organization for the effectiveness of official performance. The flow of the communication depends upon the structure of the organization. Internal communication can be sub classifies into interdepartmental and intradepartmental communication. Interdepartmental communication is the exchange of information between the employees of the same department, whereas intradepartmental communication is the exchange of information between the employees of different departments of organization.

2. External Communication: When information is exchanged between persons of various organizations it is known as external communication. Simply it is the transmission of message from one organization to another organization. It is a means through which a business can establish business relation with other organization. Such business relation is essential to survive and develop business activities of the organization. External communication is sub classified into inward and outward communication. Inward communication is the message received from outside whereas outside communication is the delivery of message to outsiders. The external communication helps to send the message to all the stakeholders about the organization, this will help the stakeholder to know about the current situation , what are the plans and policies of the organization, helps to give knowledge to the customer about its product and services. This will help to trust of the stakeholder towards the organization. The effectiveness of the external communication can lead the organization towards the success.

Methods of Communication

1. Oral Communication: Oral communication is the exchange of information through mouth. It is mouth to mouth communication. In other words, it is the exchange of message through oral means. In oral communication, the effectiveness of message depends upon the personality of the speaker, tone and way of speaking. In oral communication, messages can be exchanged in face to face conversation or through mechanical devices. Face to face means of external communication takes place when the businessman visits his bankers, customers and suppliers to promote business.

Means of oral communication: Oral communication takes place between different persons in the following two ways: face to face conversation and mechanical devices.

a) Face to face conversation: This is the method of communicating personally. In this method speaker and receiver meet each other personally and exchange message to each other by face to face. This still remains the most frequently used means of communication. There are certain organizations in which this forms of oral communication plays a major role. This is a most natural and perhaps the most common method of communication that requires more discussions. Personal discussions, meeting, conference, lectures, interviews, etc are the forms of face to face conversation.

b) Mechanical devices: The discoveries of modern scientific knowledge make it possible to communicate oral messages through mechanical devices. These devices are used especially when sender and receiver are either not in position to make personal contact or are in far distance. These mechanical devices facilitate to communicate quick message to receiver and are common in present day business operations. The mechanical devices used for oral communication are telephone, intercom system, loudspeaker, dictating machines, radio, telephone recording and answering, bells, lights, etc.

Advantages of oral communication

� It is quick form of communication because all instant response can be received from receiver.

� Any problems in understanding can be easily explained as group of 2 or more team are communicating face to face.

� Oral communication is personal which results in reaching agreement quickly and effectively.

� Oral communication allows emotion and body language to be communicated.

� It is least expensive means of communication.

Disadvantages of oral communication

� In oral communication there is no record of the message so that there will not be any proof of the communication taken place.

� As oral communication is instant and frequently delivered the message may not be prepared in advance and may come out wrong.

� The receiver may not give attention to the message or information and miss it.

2. Written Communication: Written communication is the transformation of information in written words. In other words, when information is exchanged through written means it is known as written communication. It is the formal means of transforming information. It is common means when information needs accuracy and authenticity. It ensures accuracy and serves as a permanent reference for future performance. It plays the role of evidential proof when any kind of disputes or misunderstanding is raised among the parties. Written communication can be done in the forms be letters, circulars, telegrams, memos, reports, manuals, bulletins, notices, etc. written communication can be transmitted either through messengers or through mechanical devices.

Means of written communication: Written communication can be transmitted either through actual delivery of paper or through mechanical devices.

a) Actual delivery of paper: Under this, written messages are delivered through the support of messengers. For internal delivery of message, some persons each are responsible to carry message to the concerned authority. Besides, some responsible persons are required to collect and deliver official message to nearby official authorities. For delivery of message to far distant authorities, serve of post office or currier is taken into consideration. But email is also used to deliver written messages.

b) Use of mechanical devices: Advancement of science and technology has its effect on delivery of written communication. The revolutionary invention of electric devices contributes to transfer written communication without transfer of documents. Mechanical devices are bought for accuracy and quickness in transformation of written communication. Some of the mechanical devices of written communication are email, teleprinter, fax, etc.

Advantages of Written communication

� A written message is bound to be exact. It should be within the subject matter of message. Writing unnecessary message is avoided in written communication. Thus, written messages conveys exact message.

� One of the advantages of written communication that it tends to be clear, precise and correct. An incomplete and incorrect written message becomes worthless.

� Written communications have wide coverage. Messages can be prepared anywhere and sent out to any part of the world. Due to postal order it is possible to deliver written messages anywhere in the world.

� Written communication does not need physical presence of both sender and receiver. Messages can be delivered through any means such as messengers, post office, currier service, etc. The use of means depends upon the importance of message.

Disadvantages of written Communication

� As message is received or delivered in the form of letter so getting or sending the answer is slower than oral communication.

� There is a risk of information overload. Too much written information can make it difficult for the receiver to understand the message.

3. Visual Communication: It is one of the important type of the communication to communicate the message. Visual communication is sending the message through the different postures, displays signs, symbols, etc. It is one of the easiest and quickest methods of the communication. This kind of the communication plays significant role in sending the message to the large number of the people at a time. Visual communication is helpful to disabled people like people having difficulty to read the words. The example of the visual communication is the different signs and symbols used in the highway, maps, diagrams like bar chart, pie chart, pictogram, line graph, etc. These symbols send the massive message to the road user and help them to work in the correct manner. This plays the significant role in the success of the any businesses or organizations. In order to advertise and to promote the product various advertisement tools like advertisement hoarding board are used. This sends the message to the potential customers about the product and about the company. The visual communication is an effective way to send the message and to give the information about the product and the producing company. In the current competitive world of the business it has become an important thing to promote the company and most of the companies today use the visual communication to gain the competitive advantage. It is cheap and easy method to send the message and to give the knowledge about the product. The television and the video clips are the most important electronic tools used in the business in current business world and it is adopted by the most of the leading companies and organizations.

Advantages of the visual communication

� Visual communication is easier and simpler method of spreading the message as there is no need of writing and conversation.

� Visual communication is useful for analyzing statistics.

� It makes communication much clearer because picture are generally easier to understand and easier to remember.

Disadvantages of visual communication

� There may be involvement of some electronic devices for the visual communication and it may be expensive for the small scale industries or businesses to afford it.

� Visual pictures carry different meaning and people may have different understanding regarding the pictures so it may influence in political matter or cultural matter.

� Visual communication is usually not sufficient on its own. To be fully understood, it may always has to be accompanied by other two methods of communication which are oral and written.

Recommendations

Deciding correct method of communication depends upon the factors like

� Cost: Businesses can use a method which keeps their cost low like e-mail which is written communication as email allows sending multiple copies of messages all over the world rather than using expensive postal service.

� Urgency of message: If the message is urgent and is needed to be sent immediately then telephone is the quickest method but the slower method is letter.

� Privacy: If the message is private and needs to be secret then confidential method of communication can be used and an example of it is oral communication.

Hence the nature of message determines the suitable method of communication.

Conclusions

Since communications is vital for business and weather it is oral, written or visual communication it helps to create an environment full of trust. It improves decision making in or between organizations which results in achieving the objectives or goals. Good communication increases motivation and productivity in businesses and maintains, enhances and increases relationship with external parties like customers, suppliers, government bodies, etc. Therefore the managers must have good communication skills to communicate effectively with all the people involved in that business to avoid the problems which may harm the business.