Verbal Communication

Oral communication
Department of English
Faculty of Social Sciences
College of Humanities and Social Sciences
Kwame Nkrumah University of Science and Technology
Stage fright
Chairperson’s remarks
Vote of Thanks
Proposal of Toast
Interview
 Objectives
• By the end of the lesson, the students will be able to:
1. Demonstrate knowledge and understanding of oral communication
2. Give and explain different types of formal oral presentation used in
Business/corporate communication and our everyday interactions.
3. Identify the stages or process involved in any of the oral
presentations.
4. Show confidence in public speaking.
 Oral/Verbal Communication
Definition
• Oral Communication is a type of communication which employs
the spoken word, either direct or indirect as a communication
channel.
• Oral communication implies communication through mouth.
• It includes individuals conversing with each other either direct
conversation, or face-to-face, or over the phone, or via voice notes
or chat rooms, etc.
• Classroom oral presentation and discussions, dramatization, poetry
recital, vote of thanks, interview etc. are examples of oral
communication.
 Characteristics of Effective Oral Communication

The following are some characteristics of an effective oral

/verbal communication:
• Completeness: Effective communication is complete, that is
the receiver gets all the information he/she needs to process
the message and take action.
 Characteristics Cont.

• Conciseness: Conciseness is about keeping the message to a

point.
• Conciseness helps the listeners to focus on what is important,
speed up the processing of information, and cater for improved
understanding.
 Characteristics Cont.
• Concreteness: A concrete message is specific, tangible and
vivid.
• It is supported by facts and figures for enhanced
trustworthiness.
• It helps your listeners gain an overview of the broader picture
and deals with the risk of misunderstanding, fosters trust and
encourages constructive criticism.
 Characteristics Cont.

• Courtesy: Courtesy and consideration complement each other in

effective communications.
• Courtesy means respecting the receiver’s culture, values and beliefs
– i.e. crafting a message that is genuinely polite and unbiased.
• The speaker should try his/her best to be honest, respectful,
considerate, open and polite with the receiver of the information.
• The message when supplemented with proper care and kindness
will definitely find an audience.
 Characteristics Cont.
• Clarity: The clearer the message, the easier it gets the
receiver to decode it according to the original intent.
• To deliver an effective oral communication, start with a clear
goal and accurate thoughts.
• Clear communication builds on exact language use and
concrete words to reduce ambiguities and confusion in the
communication process.
• Effective communication is about delivering information
unambiguously, so that the receiver can decode it correctly.
 Characteristics Cont.
• Correctness: Correct grammar and syntax guarantee
effectiveness and credibility of your message.
• Errors might affect the clarity of your message, bring about
ambiguity and raise doubts.
• They might also have a negative impact on the overall
perception of the message, which could be seen as sloppy or
negligent.
 Characteristics Cont.
• Consideration: Effective communication takes into account
the receiver’s background and points of view.
• Tailoring your message to your audience using relevant
arguments and familiar examples makes it easier for them to
process the contents.
• If your message sounds disrespectful, the emotional reaction
of the receiver might affect the perception of your message.
 Types of Oral Communication

• Interactive – (face-to-face conversation, interview, phone

calls – chance to ask for clarification, request)
• Partially interactive – (giving speech or presentation,
check comprehension from audience’s faces)
• Non-interactive (recording, performing in a play, singing,
reciting a poem)
 Examples of oral communication
• Vote of thanks
• Introduction of chairperson
• Chair person’s remarks
• Proposal of toast
• Welcome address
• Telephone conversation
• Interview
• Class presentation
• Public speech
• Debate
 Public Speaking: Stage Fright

• The term “public speaking” no longer refers to just talking in front of a

physical audience. It can also mean presenting to a virtual audience through
online events, radio/TV, meetings, conferences.

• “I hate speaking in front of large groups of people, yet I love picturing the
standing ovation after delivering a great speech” (Daniel Waas)
• If you’ve ever seen a documentary about people with phobias, they’re
always told to face their fears. So after trying to think of anything other than
doing just that, I challenged myself to go and speak at large events in order
to overcome my fear of public speaking. (Daniel Waas)
COMMON FEARS WHEN IT COMES TO PUBLIC SPEAKING

• Boring the audience

• Loss of words
• People noticing your nervousness
• People hating the presentation or, worse, getting up to leave
 Stage fright(Glossophobia) : What is it ?
• Stage Fright or Performance Anxiety is a state of fear or shyness which occurs
when an individual is faced with the requirement of performing in front of an
audience (either directly or through a screen in front of a camera).
• Stage fright is a fear to perform publicly.

• It is group of disorders affecting individuals in a range of endeavours, such as

public speaking, sports, performing arts in dancing, acting, and music making.

• Stage fright can affect not only public speakers but all kinds of people who
have to appear in front of an audience- musicians, dancers, politicians, or
athletes etc.
 Signs/Symptoms of Stage Fright
Symptoms of stage fright can occur at different levels:
• Psychological – Sweating, altered heart rate, headache, upset
stomach, chills, nausea
• Cognitive- congestion and mental confusion, fear of failure and
ridicule.
• Behavioural- Urge to escape from the situation, stuttering, frequent
and long silence.
 Controlling Stage Fright

• Try not to be obsessed about being perfect (No one is perfect)

• Know your material- Choose a topic that you are really passionate about or familiar
with. Make sure you know all about the topic by reading around it to be confident that the
information is all accurate.
• Prepare Your Environment In Advance So You Can Concentrate On Delivery
Laptop/tablet, microphone ,projector or display, presentation clicker, lectern, power socket
to plug in your laptop
• Rehearse your presentation- Regular Practise creates familiarity and brings comfort.
• Watch yourself- It is a good to practise in private (in front of a mirror or in a quiet room)
and watch yourself perform. Record your performance and analyze your onstage
movement.
 Controlling Stage Fright Cont.
• Prepare Notes- If you are allowed, type up your notes or write them out to have
an easy-to-see notes with you. If you freeze up and forget some information, you
will have a solid safety net that you know you depend on.
• Bring something to hold onto- Most people fidget when they are nervous so
bring what you can channel your anxiety towards. If you do not have a podium to
stand behind, try to find a clipboard, notebook, or a stack of papers.
• Learn from others- Observe top performers to decide what is about the way to
perform (their movement, body language, how they interact with the audience
etc). Observing top performers with great stage presence inspires and helps you
develop your own onstage persona.
• Do not hurry through it-. Speaking quickly is associated with hurried breaths
with fear and panic, and slips of tongue.
Introducing a Speaker or a Chairperson

• Find out about the background of the person to enable you to give your audience a brief summary of his/ her
profile: career, qualifications and achievements, emphasizing his/ her importance in relation to your
organization or audience
• Organize your speech into an outline.
• Choose a pattern of organization that effectively presents your information.
i. Qualifications

•This includes the schools, colleges, universities (if any) he/ she attended, not forgetting the dates and the
certificates

•ii. Career: work experience, including previous and present employments including dates

•iii. Achievements: positions he/ she has held before

• It is important to practise your speech before an audience of friends or parents who will point out flaws and
offer suggestions.
• Practise several times but do not memorize your speech. If you memorize your speech, your final delivery
will sound “canned” or you will be tempted to speak too fast.

• During the Introduction

• Address the dignitaries present, by using the appropriate vocatives e.g. Hon. Member of Parliament for XYZ
Constituency, Vice Chancellor … Ladies and Gentlemen. Note if you are introducing a chairman, the
vocatives should not include Mr. Chairman.
• *Express appreciation for the honour done you to introduce the speaker or chairperson.
•Make a brief reference to the purpose or importance of the occasion or function

•Give the profile of the person. Then mention his/ her name.
• If you are reading from a script, read it in a speaking tone and speak as naturally as you can.
• Speak slowly (but do not drag your speech) clearly and loudly enough to be heard. Make eye contact with
your audience. Look cheerful.
• Generally, when introducing a speaker you must create an atmosphere of expectancy and interest.
• Be complimentary but do not flatter a speaker too much as he/ she may be embarrassed.
• Be lively in your compliments but stay within limit as it is vital to present accurate information
• It is important to keep the speaker’s name and title of the speech until last.
• Build up the mood of expectancy and present all the relevant details and say, for example, “To speak to us
today on the topic, Post-graduate Education: Survival of the Fittest, is Mr/ Ms/ Mrs/ Dr. Prof XYZ and lead
the applause.
 Chairperson’s Remarks
• Chairperson’s remarks come after they have been introduced and after the main programme. In
the first marks, the chairperson has to:
• Greet guests informally by using light-hearted language: Choose a simple and
straightforward greeting such as, "Good morning everyone!"
• Express your gratitude towards the guests for attending the programme by using a phrase
such as, "It's so wonderful to see you all here on this special day”
• Keep the tone more serious if it's an important occasion: Use more formal language and
don't crack any inappropriate jokes.
• Introduce the event itself: Provide a short introduction to the name and purpose of the event.
• Prepare the minds of guests by giving the assurance: Say that you hope the audience enjoy
the event.
• Pass on your warm wishes to the audience for the rest of the event.
 Chairperson’s Remarks

After the programme, the chairperson should briefly:

• Acknowledge those who have played an important part in the event. Mention 2-3 people who have
helped to turn the event from an idea into reality. State their names and the role that each person
played.
• Avoid reading off a long list of people or sponsors, as your audience will begin to get bored. Stick to
just a handful of highlights.

• Mention any parts of the event that are of special importance.

• Pick the parts that are the most important, and give people encouragement about anything they should
stick around for or pay special attention to.

• Thank the audience for attending the programme. Say a brief sentence or two expressing your gratitude
on behalf of the event.
• Keep it short and to the point. For example at an informal event you could say, "Thank you to everyone
here for coming along tonight."
 Thanking/Thanksgiving
• Thanking/Thanksgiving is one of the major types of linguistic routines- greetings,
apology, request, thanking, recounting one’s mission etc.
• Thanking is an expressive speech act that states what the speaker feels. Thanks are
rituals employed in communicative encounters to mark the closing of events such
as meeting, public debate, lectures, seminars, workshops, invitation to wedding etc.
• After each of the following communicative events, the speaker will say “thank you
for listening and/or thanks for coming.”
• Ritualized and institutionalized thanks are predictable; hence, when one fails to
render thanks, it brings annoyance. Thanks serve as a linking line between giving
and receiving and it is a symbol of love.
• The ability to say “thank you” in any form is a mark of communicative
competence, depicting how polite one is and brings a bond of social cohesion and
solidarity among the benefactor and the beneficiary (Agyekum 2011).
 Vote of Thanks

• Vote of Thanks is part of an agenda of any organized programme

where some people are designated to express gratitude to God, the
participants and the organizers and sponsors of the programme.
• Vote of thanks requires that dignitaries, functionaries (organizers,
MC, musicians etc.) are acknowledged for the part they played in
the function.
• The speaker is advised to go straight to the point, mentioning
names of identifiable groups, special personalities, individuals and
thank them for what they did. In a very formal occasion, thanking
God may not be necessary, leave that to closing prayer.
 Formal Vote of Thanks

• A formal vote of thanks to a speaker is a mark of courtesy. Sincerity is the key

word when proposing vote of thanks.
• This depends on the genuine assessment of the positive and helpful aspects of
the speech.
• It is useful to refer to the speaker’s wit and wisdom, the precise and frank
manner in which he/she has dealt with the subject matter, and indicate the great
interest which you (audience) have had in particular portion of his/her speech.
• Mention briefly one or two points to indicate that you have really taken them in,
and show assurance of practicing them.
• It would be appropriate if the introduction is made without using the traditional
words like “ I am happy to be called upon to give the vote of thanks”
 Example of formal vote of thanks
• This is very memorable to all of us here because of the valuable information
that we have received from our special resource person. He has given us more
than enough of what we expected to know on this important topic. You will
agree with me that he deserves our sincere appreciation for sharing with us all
the issues that we were yearning for. He has succinctly explained the need to
take our studies seriously and the need to observe all the protocols of the
COVID 19 to reduce the spread of the virus. His in-depth analysis of this
topic will leave with us long lasting memories. This will go a long way to
instil in us the spirit to learn hard and to observe all the COVID protocols.
• We also express our thanks to all those who have in diverse ways contributed
to make the programme a fruitful one.
• Thank You
 Proposal of Toast: What is it?

• To wish a person future health, happiness, and success

and ask others to raise their glasses and join in a drink

• A toast is proposed on the occasions of birthdays,

weddings, anniversaries, ceremonies, etc.
 Proposal of Toast

• Proposal of Toast on occasions of anniversaries of business or personality

requires that:
• mention is made of the reason for the occasion
• a very brief history is given about the event
• mention is made of some challenges and achievements
• mention few names who made it possible for the achievements
• call on audience to toast them into the future.
 How to propose a toast
• Be prepared.
• Know your audience. (Ask yourself, what would they like to hear from me?)
• Keep it short and sweet (be brief)
• Catch your audience’ attention (stand by a chair and raise your voice while
you hold your glass)
• When mentioning names of persons or places be sure they are correct and
you pronounce them properly.
• Give substance to your remarks. A good toast can be enriched with a few
words of wisdom
• Be witty but never vulgar
• Don’t get drunk
Proposing a toast
 Telephone Conversation

• Telephone is one of the most commonly used means of

oral communication.
• Telephone is used to: place and take orders, exchange
needed information, make appointments, establish
valuable business contacts, etc.
• It provides instant feedback
• It saves communication time.
 Efficient use of the telephone
• Introduce yourself, ask them to introduce themselves, speak clearly, do not rush, ask them to
speak for clarity and end in a definite way.
• Be brief- Do not become loquacious
• Be courteous- Show respect to all.
• Be resourceful- Always decide to help others
• Speak clearly and audibly- Speak naturally and audibly.
• Actively listen and take notes.
• Remain cheerful- smile when you talk to people
• Make the caller feel welcome
• Do not shout or whisper- being overtly loud or overtly quiet can make the conversation
awkward.
• Do not leave caller on hold for too long.
• Don’t get distracted by the room or people around- Avoid asking your callers to repeat
themselves over and over.
• Limit background noise
 Efficient use of the telephone cont.
• Make sure not to hang up by accident
• Don’t use poor equipment- Phone equipment that always is
disconnecting, dropping calls or having full of interferences will not
help.
• Do not answer anonymously- Calling a strange company can be a bit
off-putting for your customers
 INTERVIEW
• An interview is a selection process designed to obtain information from a
person through oral responses to oral inquiries.
• An interview is a conversation (face-to-face) between the interviewer and
the interviewee, where the interviewer seeks replies from the interviewee for
choosing a potential human resource.
• Interview is a selection procedure designed to predict future job
performance on the basis of applicants’ oral responses to oral inquiries. The
interview is the most critical component of the entire selection process.
 Importance of interview
• It serves as the primary means to collect additional information on an
applicant.
• It serves as the basis for assessing an applicant’s job-related
knowledge, skills, and abilities.
• It is designed to decide if an individual should be interviewed further,
hired, or eliminated from consideration.
 Types of Interview

There are several types of interview:

• Unstructured /Nondirective Interview.
• Structured /Directive Interview.
• Situational Interview.
• Behavioral Interview.
• Job-related Interview.
• Stress Interview.
• Panel Interview /Board Interview
• One-On-One Interview.
• Mass Interview /Group Interview
• Phone Interview
 Unstructured/Nondirective Interview

• An unstructured interview is an interview where probing, open-ended

questions are asked. It involves a procedure where different questions
may be asked to different applicants.

• In unstructured interviews, there is generally no set format to follow

so that the interview can take various directions.

• The lack of structure allows the interviewer to ask follow-up questions

and pursue points of interest as they develop.
 Structured/Directive Interview

• In structured interviews, the interviewer lists the questions and acceptable responses
in advance and may even rate and score possible answers for appropriateness.
• An interview consisting of a series of job-related questions that are asked
consistently of each applicant for a particular job is known as a structured interview.
• A structured interview typically contains four types of questions.
• Situational questions: Pose a hypothetical job situation to determine what the
applicant would do in that situation.
• Job knowledge questions: Probe the applicant’s job-related knowledge.
• Job-sample simulation questions: Involve situations in which an applicant may be
actually required to perform a sample task from the job.
• Worker requirements questions: Seek to determine the applicant’s willingness to
conform to the requirements of the job.
 Behavioral Interview

• In a behavioral interview, you ask applicants to describe how they reacted to actual
situations in the past.
• Candidates are asked what actions they have taken in prior job situations that are
similar to situations they may encounter on the job. The interviewees are then
scored using a scoring guide constructed by job experts.

• This is a structured interview that uses questions designed to probe the candidate’s
past behavior in specific situations. This technique involves asking all interviewees
standardized questions about how they handled past situations that were similar to
situations they may encounter on the job.
• The interviewer may also ask discretionary probing questions for details of the
situations, the interviewee’s behavior in the situation, and the outcome. The
interviewee’s responses are then scored with behaviorally anchored rating scales.
 Job-related Interview

• In a job-related interview, the interviewer asks applicants questions about

relevant past experiences. It is a series of job-related questions that focus
on relevant past job-related behaviors. The questions here don’t revolve
around hypothetical or actual situations or scenarios.

• Instead, the interviewer asks job-related questions such as, “Which courses
did you like best in business school?”
 Stress Interview

• In a stress interview, the interviewer seeks to make the applicant

uncomfortable with occasionally rude questions. The aim is
supposedly to spot sensitive applicants and those with low or high-
stress tolerance.
• Stress interviews may help unearth hypersensitive applicants who
might overreact to mild criticism with anger and abuse. It intentionally
creates anxiety to determine how an applicant will react to stress on
the job.
 Panel Interview (Board Interview)

• A panel interview, also known as a board interview.

• It is an interview conducted by a team of interviewers, who together interview each
candidate and then combine their ratings into a final score.
• Here one candidate is interviewed by several representatives of the firm. This
technique entails the job candidate giving oral responses to job-related questions asked
by a panel of interviewers.
• Each member of the panel then rates each interviewee on such dimensions as work
history, motivation, creative thinking, and presentation.
• The scoring procedure for oral interview boards has typically been subjective; thus, it
would be subject to personal biases of those individuals sitting on the board.
• This technique may not be feasible for jobs in which there are a large number of
applicants that must be interviewed.
 One-On-One Interview

• In a one-on-one interview, one interviewer meets one candidate.

• In a typical employment interview, the applicant meets one-on-one
with an interviewer.
• As the interview may be a highly emotional occasion for the applicant,
meeting alone with the interviewer is often less threatening.
 Mass Interview (Group Interview)

• The mass/group interview is a relatively new technique in the west and

almost unknown in our country. It is a procedure for the discovery of
leadership.
• Several job applicants are placed in a leaderless discussion, and interviewers
sit in the background to observe and evaluate the performance of the
candidates.
• In a mass/group interview, a panel interviews several candidates
simultaneously. The panel poses a problem and then watches to see which
candidate takes the lead in formulating an answer.
 Other types of interview
• Appraisal Interview: An appraisal interview is to assess the performance
of employees and progress made. It is normally conducted annually.
• Promotion Interview: Promotion interview is to assess the suitability of
internal employees for higher position.
• Counseling Interview: Counseling interview is to help employees
overcome their emotional or other kinds of problems.
 Preparing for an interview

In an interview, the applicants ‘market’ their skills, abilities, knowledge and

personality to the employer, so preparation is very important.
• Since selection interview aims at choosing the right applicant, the interview will
enable the interview panel to choose the candidate who satisfies requirement on.
Comportment
 Manners
Speech
Intelligence
Judgment
Initiative
Resourcefulness
Assurance
Commonsense
 Preparing for an interview – Before the interview

• Prepare for the interview by researching the background of the company or

the organization: history, aims, organizational structure, turnover, service or
product, priorities, location, competitors, etc.
• Put your CV, certificates, and other documents together.
• Think about possible questions that you are likely to be asked and prepare for
possible answers for them.
• You may search for the venue of the interview
 Preparing for an interview- Interview Day

• On the day of the interview, arrive early at the venue.

• Your interview begins the moment you step inside the organization.
• Be courteous and friendly towards everyone you meet starting with
receptionist.
• Be mindful of your appearance: dress neatly, decently and comfortably in
tune with the company and the position you are applying for.
• Take with you the original certificates and other necessary documents.
 During the interview
• It is natural to feel a little nervous before an interviewer but try to relax as much as
you can.
• Greet the interviewers and sit comfortably in the chair reserved for you.
• Avoid any sign of unpreparedness before the interviewers; nodding and shaking
head, biting of fingers, hitting the table etc.
• Pay attention to the interviewers and listen attentively to questions being asked.
• Answer questions in a clear and audible voice.
• Be tolerable to the interviewers and avoid unnecessary arguments with them.
• Show politeness throughout the interview process.
• Ask for clarity if you don’t understand or not clear about the question
• Thank the interviewers before you leave the room.
Sample Interview Questions
Q. What can you tell us about yourself?
A. Introduce yourself briefly and mention your strengths e.gyour major
achievements, skills and how prepared you are for
the interview.
Q. Why do we have to employ you?
A. Explain why you see yourself suitable for the job.

Q. Why do you want to leave your present employment?

A. Do not give a negative report about your present job. Just give a positive
reason why you want to join them.
• Q.What is your major weakness?
A. Everybody has a weakness. Mention yours and say what you
are doing to overcome it.
 Q. What is your long-range objective?
A. Talk about plans to improve your academic and professional
competence and how you will use these to improve your work/
how the company will benefit from your higher qualifications.
• Q. How much do you want us to pay you?
A. Do not quote any specific figure/amount. You can ask them to
pay
you per their salary structure .
Q. How would you describe yourself in one word?
A. You know yourself to be hardworking, responsible etc. A one
word answer is required.
Q. Are you a team player?/Can you work with others in a group?
Yes, then give an instance where you have worked effectively with
others.
LIKELY INTERVIEW QUESTION
 After interview
• Do critical self evaluation
• Do follow-up