informal oral communication

INFORMAL ORAL COMMUNICATION

Jocelyn I. BartolataBicol University

FORMS

Informal Talking & ListeningInterviewing PeopleConducting and Participating in MeetingsUsing the Telephone

Informal Talking

INFORMAL TALKING

Most people talk reasonably well. But all of us can improve it if we know the nature of talking and its qualities.

INFORMAL TALKING

• Think about having no words to speak. If you try to express yourself, you probably become frustrated.

DEFINITION

TALKING IS THE ORAL EXPRESSION OF KNOWLEDGE, VIEWPOINTS AND OTHER EMOTIONS THROUGH WORDS.

INFORMAL TALKING

BAD SPEAKER GOOD SPEAKER

Elements of Good Talking

• VOICE QUALITY• TALKING STYLE plus PERSONALITY• WORD CHOICE AND VOCABULARY• ADAPTATION

VOICE QUALITYGood voice quality means varying the pitch, changing delivery speed and alternating volume.

TALKING STYLETalking style refers to how the three parts of voice quality – pitch, speed and volume – blend together. But more, it means how well the talker projects his or her personality through oral expression. Style refers to a set of behaviors that gives uniqueness to an individual.

WORD CHOICE AND VOCABULARYBy selecting the right words that create the mental picture, good talkers are able to communicate better and more quickly. They do so because they have more choices available to them. Thus vocabulary is a critical factor for good talking. The larger the vocabulary, the wider the choices.

LISTENING

LISTENING

• Poor listening is a major cause of miscommunication

• Listening involves sensing (ability to pick up sounds & attentiveness), filtering (giving meanings to symbols) and remembering (retention)

How to Improve Listening Ability

1. Stop talking2. Put the speaker at ease3. Show the talker you want to listen4. Remove distractions5. Empathize with the talker

How to Improve Listening Ability

6. Be patient7. Hold your temper8. Go easy on argument and criticism9. Ask questions10.Stop Talking!

Reinforcing Non-Verbal Communication

..\Eng3\VERBAL AND NON VERBAL COMMUNICATION.pptx

INTERVIEWING PEOPLE

INTERVIEWING PEOPLE

As interviewing is a form of personal communication, usually between two people, it is not a precise activity – that is, no hard and fast rules exist. Nevertheless, well-established guidelines exist and you should follow them.

Guidelines for the Interviewer

• Plan the interview• Put the interview at ease• Make the purpose clear• Let the interview do most of the talking• Guide the interview• Listen• Keep a record• End the Interview

CONDUCTING AND PARTICIPATING IN MEETINGS

Free template from www.brainybetty.com

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GROUP RELATIONSHIP ROLES

PARTICIPATION ENCOURAGER

HARMONIZER/TENSION RELIEVER

EVALUATOR OFEMOTIONAL CLIMATE

PRAISE GIVER

EMPHATIC LISTENER


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DYSFUNCTIONAL GROUP ROLES

BLOCKER

ATTACKER

RECOGNITIONSEEKER

JOKER

WITHDRAWER

Techniques of Conducting Meetings

• Plan the meeting• Follow the plan• Move the discussion• Control those who talk too much• Encourage participation from those who talk

too little • Control time• Summarize at appropriate places


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HANDLING DISFUNCTIONAL MEMBERS

1. Lay down the rules in an opening statement.

2. Seat potentially dysfunctional members strategically.

3. Avoid direct eye contact4. Assign dysfunctional members

specific tasks5. Ask members to speak in a

specific order6. Interrupt monopolizers7. Encourage nontalkers8. Give praise and encouragement

TECHNIQUES FOR PARTICIPATING IN MEETINGS

• Follow the agenda• Participate• Do not talk too much

USING THE TELEPHONE

TECHNIQUES OF COURTESY

• When calling, immediately introduce yourself and ask for the person you want (or explain your purpose)

This is Dr. Jo Bartolata of the College of Arts and Letters. May I speak with Mr. Ronnel Dioneda?

This is Dr. Jo Bartolata of the College of Arts and Letters. I need to follow up my research proposal. May I be transferred to the person in-charge?


• When receiving a call, identify your company or office; then offer assistance.

CAL English Department Office, may I help you?

College of Arts and Letters. Dr. Maria Sarte speaking, may I help you?


• Avoid offending callers by giving misleading comments or asking misleading questions

Not: Who is calling? I am sorry but Prof. Bellena is not in at the moment.

Better: Prof. Bellena is not in right now. May I give her your message?

Or: May I tell her who called?

Or: May I ask her to return your call?

TECHNIQUES OF COURTESY• Avoid being inconsiderate

by placing callers on hold. Let the callers choose, and check on the hold status.

Dr. Sarte is on another line. Can I put you on hold?

Dr. Sarte is on with a client at the moment. Would you like me to put you on hold?


Be courteous and honest when screening calls

• The Director is busy at the moment. May I refer you to his assistant instead?

• The Dean is at a meeting right now. Can you please call at 3:00 pm?

• Or: Can I ask her to give you a callback?

informal oral communication

Education