Writtencommu 2

COMMUNICATION SKILLS
UNITED INSTITUTE OF MANAGEMENT (FUGS)
NIKITA SETH
ORAL COMMUNICATION
MEANING - Oral communication is the process of expressing information or
ideas by word of mouth.
"Oral communication is the process of verbally transmitting information and
ideas from one individual or group to another.”
Oral communication can be either Formal or Informal.
Examples of informal oral communication include :-
Face-to-face conversations
Telephone conversations
Discussions that take place at business meetings
ORAL COMMUNICATION
More formal types of oral communication include:-

Presentations at business meetings
Classroom lectures
Commencement speech given at a graduation ceremony
NATURE OF ORAL COMMUNICATION
• Continuous Process
• Formal or Informal
• Immediate Feedback
• Circular Flow
• Tool for Controlling and motivating people .
• Goal Oriented
• Two way process
SCOPE OF ORAL COMMUNICATION
• INTERNAL (within the organization ) :- The types of oral
communication commonly used within an organization include staff
meetings, personal discussions, presentations, telephone discourse,
and informal conversation.
• EXTERNAL ( outside the organization ) :- Oral communication

with those outside of the organization might take the form of face-to-face
meetings, telephone calls, speeches, teleconferences, or
videoconferences
PRINCIPLE OF EFFECTIVE ORAL
COMMUNICATION
1) Maintain Clarity in communication Speak clearly and concisely to ensure
your message is easily understood by your audience. Use simple and
understandable language, avoid jargon, and speak at a pace that is
comfortable for your audience.
2) Audience-centered communication: Consider your audience’s needs,
interests, and knowledge levels to ensure your message is relevant and
engaging. Tailor your communication style and language to the audience you
are addressing.
3) Preparation: Adequate preparation is key to effective oral communication.
Plan your message carefully, organize your thoughts, and practice your delivery
to ensure you are confident and able to effectively convey your message.
COMMUNICATION
4) Body Language: Non-verbal cues such as facial expressions, gestures,
and posture can greatly enhance or detract from your message. Employ
self-assured body language to communicate your message with
effectiveness.
5) The tone of voice: The tone of your voice can convey emotions and
attitudes, influencing how your message is received. Use a tone that is
appropriate to the message you are delivering.
6) Listening: Effective oral communication involves active listening.
Listen carefully to your audience, respond to their questions and
concerns, and be open to feedback.
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7) Timing: Timing is crucial to good oral communication. Deliver your
message at a time when your audience is receptive and has the time and
energy to fully engage with your message.
8) Confidence: Confidence is an important principle of oral
communication. Speak with confidence, maintain eye contact, and
project a positive image.
9) Message Structure: A message that is organized properly has a higher
probability of being comprehended and recalled. Use a coherent and
structured approach to arrange your oral message, consisting of an
introduction, body, and conclusion
COMMUNICATION
10) Adaptability: Fundamentally oral communication requires the ability to
adapt to changing circumstances. Be prepared to adjust your message, delivery,
or approach as needed to ensure your message is received.
11) Empathy: Effective communication requires empathy, the ability to
understand and relate to the feelings and perspectives of your audience.
Demonstrate empathy in your oral communication to build trust and rapport
with your audience.
12) Feedback: Feedback is an essential element of oral communication. Seek
feedback from your audience to evaluate the effectiveness of your message and
adjust your approach as needed.
TECHNIQUES OF EFFECTIVE SPEECH
1) Deliver a performance rather than speech :- A speech is primarily
about the words that you speak, but a performance is so much more .
It’s inflection , gesture, tension , resolution and suspense .
2) Use the power of eye contact :- Bill Clinton was the master of eye
contact. Members of the audience during his speeches felt like they
were leaving after having made a personal connection with Clinton -
every single one of them. Your audience is made up of individuals, and
you should make an effort to make eye contact with each of them. Eye
contact makes a person feel personally engaged in a speech, and
engaged listeners are much more likely to be persuaded.
TECHNIQUES OF EFFECTIVE SPEECH
3) Don't hide behind the dais :- It's a barrier between you and your audience,
and you must step out from behind it. Not only will your movement keep folks
from falling asleep, but they'll perceive you as more open and accessible if
you're out in the open rather than hiding behind a big wooden barrier.
4) Posture matters :- Don't ever, ever slouch. It looks weak, and your
message will inevitably be diluted by what your audience perceives as a lack of
confidence. Stand up straight and keep your shoulders back.
5) Tell compelling stories:- The power of storytelling lies in the images that
your audience will create in their heads as you spin your yarn. Rather than just
loading folks up with information, if you tell a story, you're making them active
participants in your performance.
MEDIA OF ORAL COMMUNICATION
MEDIA - Media is a medium or channel through which a message or
information can be transmitted from a sender to the receiver.
1) Face to Face Conversation :- Face-to-face communication is when
two or more people interact and communicate while visible to one another.
This might be a physical, in-person conversation, or it could be in a virtual
setting .
Face-to-face communication is often more effective than written or audio-
only conversations. This is because seeing one another allows us to pick up
on nonverbal cues and body language. And because a lot of communication
is nonverbal, being able to see each other helps us understand
each other better.
ADVANTAGES OF FACE TO FACE COMMUNICATION
1) It reduces misunderstandings
2) It’s quicker and more efficient
3) It boosts engagement
4) It builds trust
DISADVANTAGES OF FACE TO FACE COMMUNICATION

1) Unsuitable for large audience
2) Poor retention by listener
3) No written record
2) Teleconferences :- A teleconference can be an interactive audio
conference with people at two or more locations communicating over a
speakerphone. With more equipment and special arrangements, a
teleconference also can be a video conference, in which the participants
can see each other.
TYPES OF TELECONFERENCING :-
1) Audio Teleconferencing - These voice-only calls are conducted similar to
normal telephone calls but can support up to 100 participants.
2) Video Teleconferencing - combines live visual and audio mediums.
Depending on the vendor, video conferencing can support over 100
participants. Users in the meeting can use features such as screen sharing
or file sharing.
TELECONFERENCING
3) Web Conferencing - A web teleconference is an umbrella term
that describes teleconference services or mediums provided online,
which includes web meetings, webinars and webcasts. A video
conference is, therefore, a type of teleconference.
BENEFITS :-
1) Cost Effective
2) Enables user to communicate over long distances
3) Offer Flexibility
4) Offers Scheduling
5) Enables users to keep record
TELECONFERENCING
DISADVANTAGE OF TELECONFERENCING
• Lack of eye contact

• Lacks personal relationship
• Security Risk
• Lack of body language
• Isolated feeling
3) Press Conference :- A meeting organized for the process of distribution of
information to the media and answering questions from reporters.
Normally the press conference is led by the company's executive management or
their appointed press liaison.
Press conferences are typically used for political campaigns, emergencies and
promotional purposes, such as the launch of a new product.
EXAMPLE :-
• A politician may call one to announce a new policy or to deny an allegation.
• A police chief may call reporters together to give details of a crime or to ask
for public help in solving a case.
PRESS CONFERENCE
ADVANTAGES :-
• Makes people aware of firm
• Increase Brand Value
• Increase awareness among the public
DISADVANTAGES :-
• Waste of productive time if the coverage is not efficient
• A poor designed and executed conference brings loss.
4) DEMONSTRATION :- It refers to the visual aids or tools used to
enhance a presentation or speech. These media are employed to help the
audience better understand and retain the information being conveyed.
A demonstration is the process of teaching someone how to make or do
something in a step-by-step process.
ADVANTAGES :-
1. Enhanced Understanding 5. Increased Interaction
2. Improved Retention 6. Clarity and Conciseness
3. Increased Engagement 7. Effective Communication
4. Professionalism
Common examples of demonstration media include:-
• Slideshows: Presenters often use slides, created using software like
PowerPoint or Keynote, to display text, images, and graphs that support their
speech.
• Charts and Graphs: Visual representations, such as bar charts, pie charts, and
line graphs, can make complex data easier to grasp.
• Props: Physical objects or models are sometimes used to illustrate concepts
or demonstrate processes.
• Videos: Pre-recorded videos or live demonstrations can provide a dynamic
way to show how something works or to share relevant information.
Whiteboards or Flip Charts: These allow for real-time illustration or note-
taking during a presentation.
Handouts: Printed materials like pamphlets or brochures can be
distributed to the audience as supplementary information.
Interactive Tools: In some cases, interactive software or apps may be
used to engage the audience actively.
5) Radio Recording :- Radio recording media for oral communication typically
refer to the various formats and technologies used to capture and store audio
content for broadcast or archival purposes.
Here are some common examples :-
• Analog Tapes: Historically, radio stations used analog tapes, such as reel-to-
reel tapes and cassette tapes, to record and store audio content. These
tapes could be played back for broadcast or archived for future use.
• Streaming and Podcast Platforms: Radio content can also be recorded and
distributed via streaming services and podcast platforms. This method
provides a wider reach and on-demand access to audio programs.
• CDs (Compact Discs): Radio stations often used CDs to store and play
audio content. CDs offered good audio quality and durability, making
them suitable for both broadcasting and archiving.
ADVANTAGES :-
1) Improved Audio Quality
2) Ease of editing
3) Instant Access
4) Remote Access
5) Copy and Backup
6) Durability
6) Dictaphone :- Dictaphone is a trademarked brand name for a dictation
machine, a device much like a tape recorder .
• In the context of oral communication media, a Dictaphone refers to a
handheld voice recording device or a smartphone app designed for recording
and transcribing spoken words.
• These devices or apps are commonly used for taking verbal notes,
conducting interviews, recording meetings, or capturing lectures.
• Dictaphones have historically been essential tools in professions where audio
documentation is crucial, such as journalism, legal
proceedings, and healthcare.
DICTAPHONE ADVANTAGES :- DICTAPHONE DISADVANTAGES :-
1) Efficient Note-Taking 1) Privacy Concern
2) Accuracy 2) Limited Context
3) Time-Saving 3) Quality Issues
4) Legal Documentation
5) Flexibility
6) Improved Communication
7) Preservation of Memory
7) MEETINGS
7) Meetings :- A meeting is an oral medium of communication where people
gather to discuss any issue of interest and finally take some decisions .
The following is the general purpose to call a meeting.
1) The meeting is held to notify the vision, mission, or objective of any
organization.
2) The meeting is called to announce the performance or progress of any
activity or work.
3) The meeting is held to announce any innovation, development, or changes
related to products, services, or activities.
4) The meeting is called to celebrate any success and to share the achievement
with the members who are entitled.
TYPES OF MEETINGS :-
• Informative , Consultative, Executive
• Formal Meeting
• Informal Meeting
• Private Meeting
• Public Meeting
• Company Meeting
• Committee Meeting
ADVANTAGES OF MEETINGS :-
1) Saves time
2) Addressing groups - One can divide the audiences according to their
background and need, and address them group by group.
3) Cope with information explosion - New technology and new regulations
are coming thick and fast. Meetings enable us to cope with this situation.
4) Social and Emotional Support- Members get personal support from each
other when they meet and exchange ideas.
5) Feeling of being consulted - Members get the feeling that they have been
consulted and this is useful in getting their intelligent and
willing cooperation.
DISADVANTAGES OF MEETINGS :-
1) Inability to arrive at a decision - Just as “two heads are better than one,” it is
also true that “too many cooks spoil the soup.” Multiplicity of views and
personal stubbornness of members may prevent a meeting from taking a
decision which a chief executive may take alone.
2) Lack of seriousness - Many meetings suffer from the drawback that
members come unprepared and feel that the others will do the thinking and
talking. They feel they can take a free ride. “Everybody’s job is nobody’s job.”
3) Inexpert chairing - Just as an airplane is steered by a pilot, a meeting is
piloted by the chairperson. His lack of skill and personal failings/biases
may fail a meeting.
4) Expensive - Meetings are expensive to arrange – they require a place,
paperwork, prior communication, and travelling by the attendees.
8) Rumors - Rumors can be described as unofficial information or
stories that are passed from person to person, often with no factual
evidence or reliable sources to support their claims.
• They are typically spread through interpersonal communication,
social media platforms, or other communication channels.
• Rumors can cover a wide range of topics, including gossip about
individuals, sensational news, conspiracy theories, and false
information about events or situations .
• It is a type of Informal Communication
ADVANTAGES OF RUMORS
• Rapid information spread
• Social bonding
• Early awareness
• Feedback Mechanism
DISADVANTAGES OF RUMORS
• Inaccuracy
• Panic and Anxiety
• Damage to Reputation
• Erosion of trust
• Legal Consequences
9) Demonstration and dramatization :- These are two effective
techniques used in oral communication and media to convey
information and engage the audience.
Demonstration:- This involves showing how something is done or
how a process works. It is often used to explain complex concepts or
procedures. In media, this can be done through video
demonstrations, live presentations, or even through interactive
multimedia presentations. For example, a cooking show on TV
demonstrates how to prepare a recipe step by step.
9) Demonstration and dramatization
Dramatization:- The word DRAMA means ,” TO ACT OR TO DO “.
This technique involves creating a dramatic representation of a situation or
story. It is commonly used in storytelling, documentaries, and educational
programs. By adding a dramatic element, it can make the content more
engaging and relatable for the audience.
For instance, historical events can be dramatized in films to bring history to life.
Both techniques aim to enhance understanding and retention of information by

making it more engaging and accessible to the audience. They are particularly
effective in conveying complex ideas or emotional narratives.
Dramatization :- In Dramatization, Children plays the roles of the personalities
in history.
• When a child plays the role of Ashoka, he has to feel like the character and to
a degree he must have become the character .
• Other Persons feel the character is a real Ashoka . Thus, the dramatization is
the only way of making historical experiences real. This is the only way of
learning by doing in history.
Types of Dramatization :-
1) Extempore Dramatization
2) Prepared Dramatization
Advantages of Demonstration and Dramatization :-
1) Enhanced Understanding
2) Increased Engagement
3) Retention of Information
4) Emotional Connection
5) Visual and Experimental Learning
6) Story telling power
Disadvantages of Demonstration and Dramatization :-
1) Difficult enacting
2) Problem of dialogue
3) Lack of knowledge in the art of dramatization
4) Requires pre preparation
5) Time Consuming
10 ) Public Address System :- It a specific type of sound system with a
microphone, amplifier and loudspeakers, used to allow a person to address a
large public.
Eg- a person making a speech, a BGM playing prerecorded music, and
distributing the sound throughout a venue or building.
COMPONENTS OF BASIC PA SYSTEMS :-
1) Pre Amplifier
2) Power Amplifier
3) Speakers
4) Microphone
10 ) PUBLIC ADDRESS SYSTEM
TYPES :-
1) Personal PA :- usually consists of a single speaker or mini-speaker array
(such as the Bose L1 series), which can be used either as the primary
speaker of a player or as feedback sound device.
2) Medium PA :- The medium PA usually consists of a pair of vertical
speakers on either side of the stage and a simple wedge-shaped feedback
sound device. The PA system which is used in large stadiums will use speaker
linear array and extremely complex feedback sound system . We can
see the medium professional pa amplifier system in most of nightclubs,
churches and mobile DJ platforms.

TYPES :-
3) Large PA :- If there is large indoor space (accommodate more than 500
people), you should use much larger speakers and more powerful amplifier. Ex- Big
industries .
ADVANTAGES :-
• Gives an immediate way to address everyone at a location or any other location.
• Easily cut background noise .
• It is relatively easy to maintain.
• Communication is crucial to the success of any large organizations because of
PA System.
• PA System are perfect for locating individual in a large group
DISADVANTAGES :-
• Poor Sense of Sound
• System complexity , High cost
• It is easily lead to whistle and much volume on the microphone
•PA system is not suitable for small scale, multi function
or hall meeting.
11) GRAPEVINE
Grapevine Communication is a method of informal and unofficial form of
communication held in a workplace. It does not have any defined structure or
agenda and is carried out by the people in an organization in the form of rumors,
gossip, false statements, and half-truths.
CAUSES OF GRAPEVINE COMMUNICATION

1) Absence of Formal Communication:- When official communication channels
fail to provide timely or sufficient information, people often rely on the
grapevine to fill the gap.
2) The desire for Social Interaction:- Grapevine communication can be driven
by the human need for social interaction and sharing information with others .
11) GRAPEVINE
3) Need for Confirmation or Validation:- Employees might turn to the grapevine
to seek confirmation or validation of rumors or news.
TYPES OF GRAPEVINE COMMUNICATION
1) Single-strand chain - Information flows linearly or sequentially from one
person to another. It typically starts with one individual sharing information
with another, who then shares it with someone else, and so on. This type of
grapevine appears like a single-strand chain pattern, where the information
flows in a single direction along a single strand.
Example - Employee A shares a rumor with Employee B, who then shares it with
Employee C, and so on.
11) GRAPEVINE
2) Gossip Chain: A gossip communication network is characterized by the spread
of rumors and personal information about individuals within the organization. This
form of communication tends to be more focused on personal matters rather than
work-related issues. Gossip can be harmful and may lead to a negative work
environment if not managed properly . Also known as WHEEL.
Example - An employee from the marketing department shares a rumor with a
friend in the finance department, who then shares it with their colleagues, and
the information continues to spread across different departments.
11) GRAPEVINE
3) Probability Chain:- In this type, individuals selectively share information with
others they believe are likely to be interested or affected by it. This form of
grapevine communication is driven by the assumption that some people are more
relevant recipients of certain information than others . Also known as FREE FLOW
Example - An employee in the sales team shares information about a potential
client with their colleagues but does not share it with employees from
other departments.
11) GRAPEVINE
4) Cluster Chain:- Cluster grapevine communication refers to situations where
information spreads within specific groups or clusters of individuals who share
close social connections or work closely together. It often results from the natural
formation of sub-groups within a larger organization . Just like GRAPES .
Example- A group of employees who frequently have lunch together share
information within their group but may not necessarily share it with others
outside the group.
11) GRAPEVINE
ADVANTAGES :-
1) It enables rapid transfer of information .
2) Valuable feedback can be extracted through grapevine .
3) It is useful in building interpersonal relationships between the employees .
4) It serves as an emotional outlet for employees within an organization .
5) It can enable open communication between all the members of the
organization irrespective of any differences .
6) Grapevine helps in reaching solutions effectively thereby improving the
efficiency of the organization.
11) GRAPEVINE
DISADVANTAGES :-
1) It is responsible for transmitting rumors and inaccurate information.
2) It distorts messages and negatively affects the accuracy of the information.
3) It can cause many interpersonal conflicts within the organization.
4) It is less reliable, difficult to control and regulate the spread of information
through grapevine.
5) It gives room for misinterpretation of the information .
6) It can sometimes seriously hamper the growth and the productivity of
an organization.
12) GROUP DISCUSSION

• “Group" is a collection of individuals who have regular contact and frequent
interaction and who work together to achieve a common set of goals .
• “Discussion” is the process whereby two or more people exchange
information or ideas in a face-to-face situation to achieve a goal.
• A Group Discussion refers to a communicative situation that allows its
participants to share their views and opinions with other participants.
• Group Discussion is a modern method of assessing students personality.
• The group will have 8 & 12 members who will express their views freely,
frankly in a friendly manner, on atopic of current issue.
• Within a time limit of 20 to 30 minutes, the abilities of the members of the
group is measured.
TIPS FOR AN EFFECTIVE GROUP DISCUSSION
1) Prepare: Have a clear understanding of the topic beforehand and gather

relevant information.
2) Active Listening: Pay close attention to what others are saying and avoid
interrupting. This helps in building a respectful atmosphere.
3) Speak Clearly and Concisely: When it's your turn to speak, express your
thoughts clearly and in a concise manner. Avoid rambling.
4) Respect Diverse Views: Encourage diverse perspectives and respect differing
opinions. Constructive criticism is fine, but be respectful.
5) Stay on Topic: Keep the discussion focused on the main topic and avoid
going off on tangents
TIPS FOR AN EFFECTIVE GROUP DISCUSSION
6) Engage Everyone: Ensure that everyone in the group has an opportunity to

speak. Don't dominate the discussion.
7) Use Non-Verbal Communication: Your body language, gestures, and facial
expressions can convey a lot. Use them effectively.
8) Summarize and Conclude: Summarize the main points and conclusions of the
discussion. This helps in clarifying what was achieved..
ADVANTAGES OF GROUP DISCUSSION
1) Diverse Perspectives: They allow multiple individuals to bring their unique

viewpoints and experiences to the table, leading to a broader understanding
of the topic.
2) Enhanced Learning: Participants can learn from each other, gaining insights
and knowledge that they might not have acquired individually.
3) Improved Communication Skills: Group discussions help improve listening,
speaking, and articulation skills, which are essential in various personal and
professional settings.
4) Critical Thinking: Engaging in discussions encourages critical thinking as
participants analyze and evaluate different ideas and arguments.
ADVANTAGES OF GROUP DISCUSSION
5) Conflict Resolution: Group discussions provide an opportunity to address

conflicts and differences of opinion in a constructive manner.
6) Effective Decision-Making: Groups can collectively make more informed
decisions by considering a wider range of factors and opinions.
7) Engagement: Group discussions are often more engaging than passive
learning methods, making it easier for participants to retain information.
8) Creativity: They encourage creativity and innovation as participants build
upon each other's ideas.
DISADVANTAGES OF GROUP DISCUSSION
1) Time Consuming
2) Dominance
3) Lack of preparation
4) Conflict and Tension
5) Unequal Participation
13) ORAL REPORT

• An oral report in the context of oral communication typically refers to a spoken
presentation or speech delivered by an individual or a group to convey information,
findings, or insights to an audience.
• This form of communication involves using spoken words rather than written
documents or visual aids to convey a message.
• Oral reports are common in academic settings, business meetings, conferences, and
various other communication scenarios.
TYPES OF ORAL REPORTS :-
1) Informative Reports 5) Research Reports
2) Persuasive Reports 6) Sales Reports
3) Analytical Reports 7) Financial Reports
4) Progress Reports 8) Meeting Reports
MECHANICS OF DELIVERING AN ORAL REPORT
1) During the delivery, maintain eye contact with your audience

2) Speak loudly enough so that all members of your audience are able to hear you
3) Speak slowly
4) Modulate your voice to help keep the audience focused
5) Deliver your main points and conclusions slowly and deliberately.
6) At the end of the presentation of each topic, briefly summarize, and provide a
transition to the next topic.
7) Use visual aids to reinforce or clarify points.
8) End the talk by summarizing the main points and review the conclusions, thank
the audience, and offer to answer any questions.
ORAL REPORT ADVANTAGES

1) Clarity of Expression: Oral reports allow you to clarify complex ideas and
concepts through spoken words, gestures and making it easier for your
audience to understand.
2) Immediate Feedback
3) Interactivity: Oral communication encourages questions, discussions, and
interactions, fostering engagement and a dynamic exchange of ideas.
4) Engagement
5) Personal Connection: You can establish a personal connection with your
audience through eye contact and body language, which can enhance your
message's impact.
14) CLOSED CIRCUIT TV

 CCTV stands for closed-circuit television.
 The technology was first developed and used by Germans for monitoring V2 rocket
launches.
 Later, the Americans followed and used it for testing the atomic bomb.
 A CCTV system, also known as video surveillance, utilizes video cameras and transmits
the video to a limited number of monitors .
 A closed-circuit television system consists of not just the cameras but also includes the
wiring, video footage storage, monitors, access control, and general
system management.
 TYPES :-
1) NVR ( Network Video Recorder )
2) DVR ( Digital Video Recorder )

WHAT DOES CCTV DO ? ( ADVANTAGES )
1) Crime Management
2) Disaster Management
3) Neighborhood Monitoring
4) Quality Control
5) Medical Diagnosis
6) Recordings for Documentation
7) Remote Communication
8) Non Verbal Communication
9) Behavioral Observation

DISADVANTAGES :-
1) Privacy is an Issue
2) Costly
3) Can’t stop theft
4) Can be easily manipulates and compromised by hackers
5) The CCTV Cameras are silky and small in size and hence can be broken easily .
6) Limited Context
THE ART OF LISTENING
• Most people think that to become a good communicator they have to focus
on becoming great speakers, but listening is just as important as speaking
in the communication process .
• The art of listening is not just about hearing what the speaker says in a
conversation. It’s about understanding what they say and responding in a
way that makes them feel heard.
• It involves giving your full attention to the speaker, being empathetic, and
not interrupting.
• Active listening helps you understand, respond, and build
better relationships.
DIFFERENT KINDS OF LISTENING
1) COMPETITIVE LISTENING :- Competitive or Combating Listening happens

when we are more interested in promoting our own point of view than in
understanding someone else views.
2) PASSIVE LISTENING :- We are genuinely interested hearing and
understanding the other person’s point of view. We assume that what we
heard and understand correctly , but stay passive and do not verify it.
3) ACTIVE LISTENING :- We are genuinely interested in understanding what
the other person is thinking , feeling , wanting or what the message means
and we are active in checking and understanding before we respond with our
own new message.
DIFFERENT TYPES OF LISTENING
1) SELECTIVE LISTENING :- The listener wants to hear only he/she wants to listen.
2) APPRECIATIVE LISTENING :- Involves listening for the sake of enjoyment , such as
listening to a favorite song .
3) CRITICAL LISTENING :- When one listen for sake of analyzing and making
judgements about the speaker or the message.
4) EMPATHETIC LISTENING :- The listener attempts to listen to the message ,
understand the content and the emotion behind the message .
5) ATTENTIVE LISTENING :- It entails asking questions and drawing further
information from the speaker.
6) RESPONSIVE LISTENING :- It involves verbal and nonverbal signals from the
listener that he is paying attention to the message like a “HEAD NOD”.
BENEFITS OF LISTENING
1) Build Relationships
2) Foster Learning
3) Encourage Respect
4) Improve Decision
5) Promote Open - Mindedness
PRINCIPLES OF GOOD LISTENING
1) STOP TALKING :- When somebody else is talking, it is important to listen
to what they are saying. Do not interrupt, talk over them or finish their
sentences for them.
2) PREPARE YOURSELF TO LISTEN :- When you are listening to someone,
try to put other thoughts out of your mind and concentrate on the messages
that are being communicated.
3) PUT THE SPEAKER AT EASE :- Help the speaker to feel free to speak .
Remember their needs and concerns. Nod or use other gestures or words to
encourage them to continue. Maintain eye contact but don't stare - show you
are listening and understanding what is being said.
4) REMOVE DISTRACTIONS :- Focus on what is being said: don't doodle,
shuffle papers, look out the window, pick your fingernails or similar. Avoid
unnecessary interruptions. These behaviors disrupt the listening process and
send messages to the speaker that you are bored or distracted.
5) EMPATHIZE :- Try to understand the other person's point of view. Look at
issues from their perspective. Let go of preconceived ideas. By having an open
mind we can more fully empathize with the speaker.
6) NONVERBAL COMMUNICATION:- Pay attention to the speaker's body
language, tone of voice, and facial expressions. These cues can provide
additional context to their words.
7) AVOID PERSONAL PREJUDICE:- Try to be impartial. Don't become

irritated and don't let the person's habits or mannerisms distract you from
what they are really saying. Everybody has a different way of speaking - some
people are for example more nervous or shy than others, some have regional
accents or make excessive arm movements, some people like to pace whilst
talking. others like to sit still. Focus on what is being said and try to ignore
styles of delivery.
8) BE PATIENT :- Sometimes, people need time to gather their thoughts. Be
patient and give them space to express themselves fully.
8) RESPECT DIFFERENCES:- Be open to diverse perspectives and respect
cultural and personal differences in communication styles.
9) FEEDBACK:- Provide constructive feedback when appropriate, but do
so in a way that is supportive and non-critical.
10) ASK CLARIFYING QUESTIONS:- If something is unclear, ask open-
ended questions to seek clarification without making assumptions. This
shows you're genuinely interested in understanding.
11) STAY OPEN MINDED

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COMMUNICATION SKILLS

UNITED INSTITUTE OF MANAGEMENT (FUGS)

More formal types of oral communication include:-

• EXTERNAL ( outside the organization ) :- Oral communication

DISADVANTAGES OF FACE TO FACE COMMUNICATION

• Lack of eye contact

Both techniques aim to enhance understanding and retention of information by

10 ) PUBLIC ADDRESS SYSTEM

10 ) PUBLIC ADDRESS SYSTEM

CAUSES OF GRAPEVINE COMMUNICATION

12) GROUP DISCUSSION

TIPS FOR AN EFFECTIVE GROUP DISCUSSION

1) Prepare: Have a clear understanding of the topic beforehand and gather

TIPS FOR AN EFFECTIVE GROUP DISCUSSION

6) Engage Everyone: Ensure that everyone in the group has an opportunity to

ADVANTAGES OF GROUP DISCUSSION

1) Diverse Perspectives: They allow multiple individuals to bring their unique

ADVANTAGES OF GROUP DISCUSSION

5) Conflict Resolution: Group discussions provide an opportunity to address

DISADVANTAGES OF GROUP DISCUSSION

13) ORAL REPORT

MECHANICS OF DELIVERING AN ORAL REPORT

1) During the delivery, maintain eye contact with your audience

ORAL REPORT ADVANTAGES

14) CLOSED CIRCUIT TV

14) CLOSED CIRCUIT TV

14) CLOSED CIRCUIT TV

1) COMPETITIVE LISTENING :- Competitive or Combating Listening happens

7) AVOID PERSONAL PREJUDICE:- Try to be impartial. Don't become

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