Developing and Improving Oral and Written Communication Skills

Communication aims at transferring the message from source to receiver through a particular channel. It presupposes skills on the part of both communicator and communicate. Berlo (1960) points out that there are five verbal communication skills. Two of these are encoding skills. i.e. writing and speaking while two of them are decoding skills. i.e. reading and listening. The fifth is crucial to both encoding and decoding i.e. thought or reasoning.

As source-encoder we have to speak and write. Hence, it is imperative that these skills are developed to the satisfactory level.

Types of speech

i) Extempore : The speaker does not get a chance to prepare. Words are selected and sentences are constructed right on the spot before the audience.

ii) Reading : This is done in a situation when exact phraseology is to be transmitted or audio and visual aids are used or time limit is there.

iii) Memorized : Memorized speeches sound like just what they are. It is desirable that a speaker should develop ones understanding about the subject, develop analytical skill and rehearse speaking.

Improving oral communication

Everybody wishes to be an effective public speaker. But like any skill this also comes through practice. However, the important techniques must be adopted while making practice and in consequent presentation.

1. Focusing upon general behaviour pattern

i) The speaker should feel comfortable and at ease while speaking.

ii) Should not pretend.

iii) Manifests interest in the subject matter.

iv) Does not criticize others.

v) Should have sense of humor.

vi) Should have self-confidence.

vii) Should be emotionally balanced.

viii) Should adjust gestures according to subject and circumstances.

ix) Avoid stage fear.

x) Public speaking is not entirely different from conversation.

xi) Handicaps of beginner are not greater than those faced by many successful speaker as beginners.

xii) Good speakers spend more time in preparing than delivering talk.

2. Knowledge about the subject

The speaker

i) Should have broad general background of the subject.

ii) Must be conceptually clear.

iii) Should have practical approach to the subject.

3. Pattern of the speech

i) The talk should be started with strong arguments.

ii) The object is clearly defined.

iii) The introduction is outlined according to the subject and circumstances.

iv) The talk should be divided into stages and should flow in logical order.

v) The speaker should progressively pass from simple to complex.

vi) The speaker should draw explicit conclusion.

4. Knowledge about the communication process

The speaker

i) Must have empathy.

ii) Should keep the interest of the audience.

iii) Should know how to enthuse the audience.

iv) Should have knowledge about the level of the audience.

v) Should be perfect in encoding a message.

vi) Should be capable of overcoming the difficulties of communication.

vii) Should stimulate feedback.

viii) Should make efforts to bring the communication gap to the minimum.

5. Presentation

The speaker

 i) Should start on time.

ii) Should start with interesting introduction.

iii) Should not jump from one subject to another.

iv) Should not use unclear terms.

v) Should not read but talk to the audience.

vi) Should strive to be clear not clever.

vii) Should not show superiority.

viii) Should show appropriateness of voice, gesture, movements and tempo.

ix) Should be successful in appealing to the audience, as audience appeal is a psychological bridge to getting a message delivered.

x) Should quit on time.

6. Stage mannerism

Do’s of effective public speaking

i) Put on neat dress.

ii) Wait for silence for starting the speech.

iii) Pronounce clearly.

iv) Make purposeful movement.

v) Use natural gestures.

vi) Pitch, volume and speed should constantly change.

vii) Be positive and enthusiastic.

viii) Come to climax and stop.

Don’ts of effective public speaking

i) Don’t keep hands in your pocket throughout the talk.

ii) Don’t jingle coins and keys in pockets.

iii) Avoid putting on and taking of glasses.

iv) Don’t play with chalk.

v) While thinking of the next word or reference, pause, silently. Don’t fill the gaps with meaningless words.

vi) Don’t drag in pointless jokes.

vii) Avoid blundering.

viii) Avoid pulling at ears, scratching eye or nose needlessly.

 Improving written communication

The dominant mode of communication is non-verbal communication. Written communication constitutes important part of non-verbal communication. For effective write-up the writer should develop understanding of the subject matter, plan before he writes try to be accurate and specific and follow direct approach. He must not forget to check the write-up. Though style of writing may vary according to the type of publication, the broad general techniques are applicable to all.

1. Use proper words

Use the words that are

i) Common and familiar but not common place.

ii) Concise.

iii) Specific.

iv) Concrete.

2. Effective sentences

Sentences should be

i) Carrying one idea each.

ii) Logical in sequence.

iii) Shorter, varying in form, structure and length.

iv) Longer to give details and summaries.

v) Around 17 words per sentence are considered better for clarity.

3. Impressive paragraphs

The paragraph should be

i) Short, about 8 line paragraph is considered better.

ii) Connecting succeeding paragraph.

iii) Following logically.

iv) Ended in a manner that leads to next paragraph.

v) Ended with emphasis on main idea in it.

vi) Ended with hinting at the next idea.