asterina's: Assignment - Year 1 (Semester 1 - January) ENGLISH FOR ORAL COMMUNICATION OUMH1303

Oral Communication in english : Forms, functions and strategies

1.INTRODUCTION

Oral communication describes any type of inter-action that makes use of spoken words, and it is a vital, integral part of the modern business world. The types of oral communication commonly used within an organization include staff meetings, personal discussions, presentations, telephone discourse, and informal conversation. Oral communication with those outside of the organization might take the form of face-to-face meetings, telephone calls, speeches, teleconferences, or video conferences.

In other words, "Oral" means "with your mouth", so "Oral Communication" means to communicate by talking. Also there is written communication which is where we communicate when we write things down on the computer or onto a piece of paper. Many people owe their success to their ability to give the good presentations and to participate confidently in discussion, despite the fact that both are initially a major source of anxiety for most of us. As with any behaviour-based skill there are those who are 'gifted', but that doesn't mean that effective discussion techniques, charismatic public speaking and presentation skills can't be learnt. Through learning the techniques we'll also develop the ability to understand how the communication process works, so that we can adjust our approach to suit our purpose. Clarity of oral communication and well-developed interpersonal skills, when interacting in a group or one-to-one, are attributes that make us more successful.

In Malaysia, we have two very distinct situations. First, in large towns like kuala lumpur, penang, ipoh and kuching. Second, in the rural areas. In the urban areas, english is often heard. In the rural areas there is very little English spoken or heard. No one uses English to get anything done in the rural areas. Of course, the same media serves urban and rural people but the amount of exposure to English through the media varies. Even though there are several television and radio broadcasts in English, most rural people do not have an interest in such programmes and therefore do not turn on to the channels that broadcast these shows.

Generally, Malaysia seems to have trouble with the sound. However, each ethnic group to another specific problem when uttered these words in the English language. For example, the Chinese may have difficulty saying vibration of the (r) and not say 'rain' say 'others', India having trouble with (h) early as the 'home'. They tend to drop the sound (h) early and said 'ouse'. Because it is when compared to a conversation between different Foreigner and local people even when speaking in Bahasa Inggeris. This is because the terms due to the dialect that distinguishes the local people of diverse ethnic groups in Malaysia. In oral communication, there are interpersonal communication, small group communication and public communication in which each has its own explanation in the Malaysian context.

2.THE ORAL COMMUNICATION PROCESS

The oral communication process is the guide toward realizing effective communication. It is through the communication process that the sharing of a common meaning between the sender and the receiver takes place. Effective communication leads to understanding. The oral communication process is made up of four key components. Those components include encoding, medium of transmission, decoding, and feedback. There are also two other factors in the process, and those two factors are present in the form of the sender and the receiver. The communication process begins with the sender and ends with the receiver.

In other word, the oral communication process referring to spoken verbal communication, typically relies on both words, visual aids and non-verbal elements to support the conveyance of the meaning. Oral communication includes discussion, speeches, presentations, interpersonal communication and many other varieties. In face to face communication the body language and voice tonality plays a significant role and may have a greater impact on the listener than the intended content of the spoken words.

To begin transmitting the message, the sender uses some kind of channel. The channel is the means used to convey the message. Most channels are either oral or written, but currently visual channels are becoming more common as technology expands. Common channels include the telephone and a variety of written forms such as memos, letters, and reports. The effectiveness of the various channels fluctuates depending on the characteristics of the communication. If a sender relays a message through an inappropriate channel, its message may not reach the right receivers. That is why senders need to keep in mind that selecting the appropriate channel will greatly assist in the effectiveness of the receiver's understanding.

After the appropriate channel or channels are selected, the message enters the decoding stage of the communication process. Decoding is conducted by the receiver. Once the message is received and examined, the stimulus is sent to the brain for interpreting, in order to assign some type of meaning to it. It is this processing stage that constitutes decoding. The receiver begins to interpret the symbols sent by the sender, translating the message to their own set of experiences in order to make the symbols meaningful. Successful communication takes place when the receiver correctly interprets the sender's message.

The receiver is the individual or individuals to whom the message is directed. The extent to which this person comprehends the message will depend on a number of factors, which include the following: how much the individual or individuals know about the topic, their receptivity to the message, and the relationship and trust that exists between sender and receiver. All interpretations by the receiver are influenced by their experiences, attitudes, knowledge, skills, perceptions, and culture. It is similar to the sender's relationship with encoding.

Feedback is the final link in the chain of the communication process. After receiving a message, the receiver responds in some way and signals that response to the sender. The signal may take the form of a spoken comment, a long sigh, a written message, a smile, or some other action. Without feedback, the sender cannot confirm that the receiver has interpreted the message correctly. Feedback is a key component in the communication process because it allows the sender to evaluate the effectiveness of the message. Feedback ultimately provides an opportunity for the sender to take corrective action to clarify a misunderstood message.

Figure: The Oral Communication Process

Source: arete-training.org

Figure: Transactional Model of Communication

Source: Wikipedia

3.INTERPERSONAL COMMUNICATION
In general terms, interpersonal communication can be classified as either one-way or two-way. Oneway communication occurs when the sender transmits information in the form of direction, without any expectation of discussion or feedback. For example, a manager may stop by an employee's desk to inform him that a certain project will be due the following day. One-way communication is faster and easier for the sender because he or she does not have to deal with potential questions or disagreement from the receiver but tends to be overused in business situations.

Figure: Shannon's (1948) Model of the communication process.

One-way Communication

Source: foulger.info

In contrast, two-way communication involves the sharing of information between two or more parties in a constructive exchange. For example, a manager may hold a staff meeting in order to establish the due dates for a number of projects. Engaging in two-way communication indicates that the sender is receptive to feedback and willing to provide a response. Although it is more difficult and time-consuming for the sender than one-way communication, it also ensures a more accurate understanding of the message.

Figure: An Interactive Model

Two-way Communication

Source: foulger.info

Individuals also communicate on different interpersonal levels depending on who they are engaging in communication with. For example, if an individual is communicating with a family member, that communication will more than likely differ from the type of communication used when engaged in a communicative act with a friend or significant other.

4.SMALL GROUP COMMUNICATION
Small group communication is, of course, the communication that is carried out within a small group. A small group is generally defined as a group that consists of at least three members and at the maximum around twelve to fifteen members. A group that has just two members or more than fifteen members would not come in the category of a small group. Small group communication is an important part of everyday life. We are all involved in some type of small group in some way. Often the first exposure we have to working and communicating in a small group is in an elementary classroom where communication is vital.

For example, if one person in the group wants to do something one way and another disagrees, the result, conflict. There are a number of ways to solve these problems. Here are a few that researchers suggest: focus on interests, not positions; parties must be willing to discuss issues, and compromise. If these problems are not dealt with, it often makes more problems for the group than needed.

In the Malaysian context, small group communication can be made up of various ethnic groups and races. Each has a different method and approach. Therefore, in terms of small group communication should be careful not to hurt any people when talking even though sometimes the language used is not hard but the view of each is different.

In the small group communication has certain factors such as gender, practices, religions and beliefs, language and communication polar, the value, age and ethnicity. Practice refers to the procedures to be followed by something that every member of the group concerned and for generations. And human communities impose rules (taboos) to control the behavior of certain members. In addition, religion and belief can be described in their respective interpretations. Religion refers to the boundaries of behavior and social relationships between people. While trust refers to the social taboos that guide members in their interaction with others.

In terms of language and communication is the language often polar cause of the problem because sometimes the language used by a member of the other causes the intended meaning is difficult to understand. Language is also often carry a different meaning according to their cultural understanding. Value, is part of our internal components that make up our perception and behavior and determine our actions in the past, today and future. Age, a member of the old are also more sensitive and feel younger members of each are not eligible to criticize his actions even though his actions clearly violate the norms in small groups. Ethnic differences also are sometimes a problem in this group. These ethnic differences lead to different perceptions that arise and cause conflict and lead to a split in small groups.

Figure: Lines of Small Group Communication

Source: scottseverance.us

Measures to overcome the small group communication are as follows:

Open attitude

- Need to work together to help one another and understand each other with the nature of openess.

Removing comments / constructive criticism

- Non-negative comments / feelings of dissatisfaction.

- Individual comments or criticisms should be changed into a positive question or statement that was issued when he realized the lack of decent criticism.

Understandable language

- There are differences in style of conversation, body language or translation of the symbol.

- No other purpose.

The role of the Chairman

- Sensitive and skilled leader who observe and understand the causes of conflict.

- Leaders need to know how to use strategies to solve such disputes.

The best example in small group communication is counseling sessions. In a counseling session where the discussion refers to a person who helps others to better understand and solve some problems. In counseling we look for what we find good in ourselves. The good can be used as a model for the things we would like to change.

Figure: Counseling Sessions ( Small Group Communication )

Source: cobblpc.com

5.PUBLIC COMMUNICATION

Public communication also known as public speaking. Public communications is often thought of as public relations or mass communications. Public communication graduates communicate with a broad scope of people, through public speaking, TV, radio, newspaper, and every other form of mass media. Public communication is the idea of expressing an idea to many people at the same time. Public communications can center a small audience or a large crowd, a TV camera or a radio.

In the Malaysian context, public communication has many differences from the public communication, such as in western countries where we maintain the ethics of many different races in Malaysia. With this, does not mean that the public communication of the western countries was not a good example, but in Malaysia we are implementing a lot of moral values are high for not misinterpreted by the different races in Malaysia.

Among the important elements of public communication is the skill of Public Speaking, speaker, audience, topic, preparation, presentation, oral language, personal appearance, Audio Visual Equipment and Speaking with confidence is described as follows:

Public Speaking Skills

a) Form of Public Speaking

i. Explain or Educate

-Examples : College of Science

ii. Influence (persuasive)

-Examples : Product demo or sale, political campaign motivational talk,

Brains-washing talk coercive.

iii. Discussion

-Examples : Forum, Seminar

iv. Public Lecture

-Examples : Speech, Sermon

b) Types of Speech

i. Spontaneous

-Covering the issues in the past, present and future based on experience,

knowledge and skills of speakers.

-Keep in desperation.

ii. Speech Manuscript

-Read directly from the text.

-Important facts such as budget reports.

iii. Memorize

-Prepared to complete first.

-It is difficult because of forgetfulness.

-Difficult to be modified if there are changes in the situation or the

audience reaction.

iv. Extemporaneous (adequate preparation)

-The combination of all three types of speech.

-Note the contents of a key-only.

-Existing relationship with the audience.

-Can be adjusted according to situation and audience.

Speaker

a) Ability to Communicate

i. Have knowledge of the communications (theory and applications).

ii. Able to identify the objectives of the speech and adjust to the speeches and ceremony.

iii. Have basic skills that can assist in achieving the objectives of the speech.

iv. Be sensitive to the culture and value system that many in the audience and

know how to adjust to the difference.

b) Ethics of Speaker

i. Speaking matter-essential and can be used by the audience.

ii. Promoting a good and positive.

iii. Avoid plagiarism.

iv. Do not hide the fact.

v. Responsible for what is delivered.

c) Credibility of Speaker

i. Charming personality and character.

-Update, prepared to listen, friendly, confident, punctual.

ii. Able to establish and monitor the audience emotionally.

-Recognize the presence of an audience, and welfare and to control the audience.

iii. Processing language and good service.

-Easily understood language, rhetoric and logic appropriate to the topic.

Audience

a) 2 groups of audience.

i. Audience volunteers

-Can choose to stay or leave the council.

-Speakers must know how to captivate an audience so as not to leave the

council.

-Examples: forum, talk politics, product demonstrations.

ii. Audience forced

-Speakers must know how to captivate an audience so as not to get bored

and sleepy.

-Examples: academic lectures, sermons, courses.

Topic

a) Choosing Topic

i. The purpose of talks or lectures.

ii. The theme of the program.

iii. The background of the audience.

iv. Self-confidence of the topic.

v. The scope of the contents of the selected topic.

b) Self Analysis

i. Knowledge of the topics

ii. The preparation for delivery.

iii. Interest in the topic.

iv. The perception of audience on self-speakers.

c) Analysis of function / program

i. The purpose of the event / program.

ii. Location.

iii. Availability.

iv. Post-event presentation.

v. Council-agenda / program.

d) Analysis of the Topic Presentation

i. Determine the level of our knowledge.

ii. Develop the research plan.

iii. Gather information.

iv. Record all the information.

v. Evaluate the information collected.

e) Setting Presentation Materials

i. Format Presentation.

ii. Distribution

iii. Note the speech.

iv. Ordering information.

v. The number of main ideas.

vi. Transition.

Preparation

a) Sort the list.

b) Prepare visual aids (notes, slides, models)

c) Practice your speech.

d) Review speeches and equipment.

Presentation

a) Presentation Format

i. Introduction (preliminary) speech.

-Salam and greeting.

-Protocol Respect.

-Technical draw attention.

-Preview the cursory description of the contents of the speech will be

delivered.

ii. The content of the presentation delivery

-The main idea.

-The composition of the contents of a logical or reasonable.

-Supporting data or information.

iii. Closing Presentation

-Review (winding) is a brief description of what has been delivered.

-The fact to be remembered or not to be forgotten by the audience.

-Finish talking.

b) Techniques to attract attention

i. Stating the facts interesting or unique

-Example: a dark-skinned people more powerful than light-skinned

people.

ii. Provide an interesting or surprising statistics

-Example: 92% of men are afraid to talk to women.

iii. Asking questions of speech or rhetorika questions that encourage the audience to think.

-Example: Are we going to just keep quiet and let our country was

colonized?

iv. Provide a statement that funny or joking (if you have the talent)

-Do not joke porn

-Example: At one time an elderly man has died after consuming half a

bottle of Viagra pills.

v. Provide quotes from holy books such as Al-Quran, Al-Hadith, etc., or of famous people such as Umar RA, Confucius, Aristotle, Gandhi.

-Example: the Prophet SAW had said:

''The best man is a man who is useful to other human beings''

vi. Give examples or facts in reference to the council or of ourselves, whether Telling true stories, fiction or myth, and give a personal tribute to the audience by praising them with sincerity.

-Example: When I was faced with a great group of people who could if they wanted to extinguish all lights in Malaysia to pick just one switch only.

Language

i. Appropriate language style

ii. Improving the quality of style

iii. Emotion in the language (keep feeling the audience)

iv. Landscape of language (metaphor, poetry)

v. The logic of arguing

-Deductive (focus on public matters, and Special)

-Inductive (particular focus on the matter, then the public)

Personal Appearance

i. Conduct hand (Gestures)

-The use of fingers, arms, head shake of a head movement and body.

-Support speech

-Strong argument.

-Burned the spirit of the audience.

-States do not agree on any matter.

ii. The behavior of the natural body

-Stand up straight with the freestyle.

-Stand on the podium behind the podium holding occasionally.

-Sitting politely if in the forum.

-To move left and right to draw attention.

-Body bending slightly forward to show the seriousness of

communication.

iii. Do not

-Hanging on the podium.

-Wiggles feet behind the podium.

-Leaned on the podium.

-Moved too often.

-Leaned when interacting.

-Busy looking for the note.

iv. Face Expressions

-Able to describe a million meanings.

-Must be consistent with the feelings and speech.

-The role of the mustache, hair, acne.

v. Eye Contact

-Chatting between 50% - 60%

-40% talk

-Important for describing sensitivity, sincerity, commitment and

enthusiasm.

-To reduce the visual nervous use the form letter 'Z'

vi. Use of space

vii. Clear voice

viii. The smooth (not too fast or slow)

ix. Clothing

x. Jewelry / cosmetics

Audio Visual Equipment

i. APD Electronics: OHP, LCD projectors and slides, video tapes.

ii. APD Non-Electronic: object, white board, printed materials such as notes.

Speaking with confidence

a) Handle Pressure

i. Confidence building strategies

-Learning from experience.

-Come early

-Record your public communication ( public speaking )

-Do some exercise

ii. Strategy for dealing with the audience

-Take a deep breath before starting talks.

-Summarize the speech if the audience to get bored.

-Should have the honesty and sincerity in the speech in order to win the hearts of audiences.

b) Increase Confidence Perception

The truth about public communication, however, is it does not have to be stressful. If we correctly understand the hidden causes of public speaking stress, and if we keep just a few key principles in mind, speaking in public will soon become an invigorating and satisfying experience for us.

In other words, in public speaking as in any form of communication, there are five basic elements, often expressed as "who is saying what to whom using what medium with what effects?" The purpose of public speaking can range from simply transmitting information, to motivating people to act, to simply telling a story. Good orators should be able to change the emotions of their listeners, not just inform them. Public speaking can also be considered a discourse community. Interpersonal communication and public speaking have several components that embrace such things as motivational speaking, leadership/personal development, business, customer service, large group communication, and mass communication. Public speaking can be a powerful tool to use for purposes such as motivation, influence, persuasion, informing, translation, or simply entertaining. A confident speaker is more likely to use this as excitement and create effective speech thus increasing their overall ethos.

Figure: Public Communication

Source: speakforprofit.com

6.CONCLUSION
Oral communication has been described as the process of people using verbal and non-verbal messages to generate meanings within and across various contexts, cultures, channels and media. It encompasses various sets of skills including the ability to speak coherently and persuasively, understanding of communication theory and processess, knowledge of verbal and non-verbal cues, audience analysis, listening skills as well as communication ethics.

In the Malaysian context, as we all know, oral communication also affects the culture of the people. Presentation style should be considered in oral communication to ensure that the information be presented in a way and the local situation and take into account factors that are described above. Thus, although the language is the same presented in English but when it refers to the Malaysian context, there are differences according to Malaysian culture and society itself.

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ATTACHMENT

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http://davis.foulger.info/research/unifiedModelOfCommunication.htm.

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http://www.personal.psu.edu/users/d/x/dxd4/Communication_Process.html.

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