HNCC (AUTONOMOUS) BBA I SEM II

Module 2.
Oral Communication: Meaning, Nature, Scope, and Techniques
Meaning of Oral Communication

Oral communication refers to the process of verbally transmitting information and ideas from one
person or group to another. It is a fundamental aspect of human interaction and is used in personal,
academic, and professional settings.

Nature of Oral Communication

1. Verbal – It involves spoken words to convey messages.

2. Interpersonal – Requires at least two individuals, a sender and a receiver.

3. Immediate Feedback – Allows for instant response, clarification, and modification.

4. Dynamic and Spontaneous – Can be modified based on the listener's reaction.

5. Influenced by Non-Verbal Cues – Tone, pitch, gestures, and facial expressions add meaning.

Scope of Effective Oral Communication

Effective oral communication is essential in various fields, including:

Business and Corporate Communication – Meetings, presentations, negotiations, and networking.

Education and Academia – Teaching, lectures, student discussions, and oral examinations.

Media and Journalism – Interviews, press conferences, radio broadcasts, and news reporting.

Politics and Public Speaking – Public addresses, debates, and campaigns.

Healthcare and Counselling – Doctor-patient communication, therapy, and counseling sessions.

Techniques of Effective Speech

1. Clarity and Simplicity – Use simple, precise words to ensure understanding.

2. Proper Pronunciation and Articulation – Speak clearly and correctly.

3. Effective Use of Voice – Modulate pitch, tone, and pace appropriately.

4. Engaging Content – Use storytelling, examples, and rhetorical questions.

Miss. Sonal Siddharth Kedari

HNCC (AUTONOMOUS) BBA I SEM II

5. Confidence and Poise – Maintain eye contact and avoid nervous gestures.

6. Listening Skills – Encourage interaction and respond thoughtfully.

7. Structuring Speech – Have a clear introduction, body, and conclusion.

Media for Oral Communication

Oral communication takes place through different media, including:

1. Face-to-Face Conversation – Direct interaction between individuals, allowing for immediate

feedback.
2. Teleconferences – Virtual meetings held over digital platforms where multiple people
participate.

3. Press Conferences – Events where officials address the media and answer questions.

4. Telephonic Conversation – Communication through phone calls, requiring clarity and

conciseness.

5. Radio Presentation – Broadcasting speeches, news, or entertainment via radio.

6. Public Address – Delivering speeches to a live audience in formal or informal settings.

7. Podcasting – Digital audio content available for streaming or downloading, often in an informal
and conversational style.

1. Constructing an Oral Report - An oral report is a spoken presentation on a specific topic,

often supported by visuals.

Steps for Constructing an Oral Report:

1. Understand the Purpose – Define the goal of the report (e.g., inform, persuade, update).
2. Research and Organize Content – Gather relevant information and structure it into an
introduction, body, and conclusion.
3. Prepare Visual Aids – Use slides, charts, or graphs to enhance understanding.
4. Practice Delivery – Work on voice modulation, clarity, and body language.
5. Engage the Audience – Use eye contact, rhetorical questions, and examples.
6. Handle Q&A – Anticipate possible questions and respond confidently.

2. Group Discussion - A group discussion (GD) is a structured conversation where multiple

participants share their views on a given topic.

Miss. Sonal Siddharth Kedari

HNCC (AUTONOMOUS) BBA I SEM II

Key Aspects of an Effective GD:

Preparation – Understand the topic and gather relevant points.

Active Participation – Speak clearly, present logical arguments, and stay relevant.

Listening Skills – Show respect for others’ opinions and avoid interruptions.

Time Management – Keep arguments concise and within the time frame.

Constructive Criticism – Disagree respectfully and build on others’ ideas.

3. Team Communication - Team communication ensures that team members work efficiently
towards a common goal.

Effective Team Communication Strategies:

Clarity and Conciseness – Keep messages direct and to the point.

Active Listening – Understand before responding.

Open-mindedness – Accept diverse perspectives.

Use of Technology – Leverage emails, chats, and collaboration tools.

Feedback Culture – Provide constructive feedback and recognize contributions.

4. Communication During Online Meetings - Online meetings require clear and professional
communication to maintain engagement and productivity.

Best Practices for Online Meetings.

Prepare Agenda – Share key points before the meeting.

Use Clear Audio & Video – Ensure a stable internet connection and proper lighting.

Mute When Not Speaking – Minimize background noise.

Engage Participants – Encourage interaction through polls or Q&A.

Follow Up – Summarize key decisions and next steps.

5. Online and Offline Professional Etiquette - Professional etiquette ensures respectful and
effective interactions in both virtual and in-person settings.

Miss. Sonal Siddharth Kedari

HNCC (AUTONOMOUS) BBA I SEM II

Online Etiquette:

Punctuality – Log in on time for virtual meetings.

Email & Chat Etiquette – Use professional language and avoid informal abbreviations.

Privacy & Security – Maintain confidentiality in communication.

Respect in Virtual Spaces – Use appropriate virtual backgrounds and avoid distractions.

Offline Etiquette:

Professional Appearance – Dress appropriately for the setting.

Effective Handshakes – Maintain eye contact and a firm handshake.

Respect Personal Space – Be mindful of body language.

Active Listening – Show interest and avoid distractions (e.g., checking the phone).

6. Conducting an Appraisal - An appraisal is a structured evaluation of an employee’s

performance.

Steps to Conduct an Effective Appraisal:

1. Preparation – Gather performance data and employee achievements.

2. Set a Positive Tone – Start with strengths before discussing improvements.
3. Use Objective Criteria – Base evaluations on measurable goals.
4. Encourage Employee Feedback – Allow employees to share their perspectives.
5. Discuss Future Goals – Set clear targets and development plans.
6. Document the Appraisal – Maintain records for future reference.

7. Conducting Interviews - Interviews assess a candidate’s suitability for a job role.

Steps for Conducting an Effective Interview:

1. Pre-Interview Preparation

Review resumes and job descriptions.

Prepare structured questions.

2. Starting the Interview

Greet the candidate professionally.

Explain the interview structure.

Miss. Sonal Siddharth Kedari

HNCC (AUTONOMOUS) BBA I SEM II

3. Asking Questions

Use open-ended questions to assess skills and experience.

Avoid biased or leading questions.

4. Assessing Responses

Observe communication skills, confidence, and technical knowledge.

5. Closing the Interview

Allow the candidate to ask questions.

Inform them about the next steps.

Miss. Sonal Siddharth Kedari