Vocational Communication 1

Methods of Communication – Verbal Communication

1. What is Communication?

Communication is the process of sharing ideas, thoughts, feelings, information, and experiences between two or more people.

Communication can be:

Verbal Communication – Using words.

Non-verbal Communication – Without words (gestures, facial expressions, signs, body language, pictures, colours, etc.).

2. Verbal Communication

Definition

Verbal communication is the exchange of information through spoken or written words.

It is the most common and effective method of communication.

Types of Verbal Communication

A. Oral Communication

Communication through spoken words.

Examples

Face-to-face conversation

Telephone call

Interview

Speech

Presentation

Meeting

Group Discussion

Conference

Negotiation

B. Written Communication

Communication through written words.

Examples

Letters

E-mails

Reports

Notices

Circulars

Applications

Memos

Books

SMS

Importance of Written Communication

Written communication:

Removes limitations of time and distance.

Creates a permanent record.

Can be referred to later.

Can be used as legal evidence.

Reaches many people at once.

Modern technology such as e-mails and voice messages has further improved communication.

Attributes (Characteristics) of Oral and Written Communication

1. Speed

Oral Communication

Very fast.

Immediate exchange of ideas.

Instant response.

Written Communication

Slower.

Requires drafting, writing, sending, reading, and replying.

2. Record

Oral Communication

Usually temporary.

Difficult to use as legal proof.

Can be recorded electronically.

Written Communication

Permanent record.

Useful for future reference.

Accepted as documentary and legal evidence.

3. Precision and Accuracy

Oral Communication

Less precise.

Mistakes can occur while speaking.

Clarification can be asked immediately.

Written Communication

More precise and accurate.

Writer has time to edit and revise before sending.

4. Length

Oral Communication

Usually longer.

Includes greetings, explanations, and discussions.

Written Communication

Generally shorter.

Uses standard formats.

More concise.

5. Expense

Oral Communication

Can be expensive due to travel, meetings, telephone, or video conferencing.

Written Communication

Costs include paper, printing, postage, typing, or electronic transmission.

6. Body Language

Oral Communication

Supported by:

Facial expressions

Eye contact

Voice tone

Gestures

Posture

These help make the message clearer.

Written Communication

No body language is present. The reader interprets the message independently.

7. Feedback

Oral Communication

Immediate feedback.

Questions can be answered instantly.

Misunderstandings can be corrected immediately.

Written Communication

Delayed feedback.

Response comes only after the reader replies.

Oral Communication

Definition

Oral communication is the exchange of ideas through spoken words.

Situations Where Oral Communication is Used

Conversation

Telephone talk

Interview

Conference

Presentation

Negotiation

Group Discussion (GD)

Meeting

Advantages of Oral Communication

Fast

Immediate feedback

Saves time

Builds relationships

Easy clarification

Personal touch

Effective in emergencies

Disadvantages of Oral Communication

No permanent record

Can be forgotten

Misunderstanding is possible

Not suitable for lengthy information

Difficult to use as legal evidence

Difference Between Oral and Written Communication

Oral Communication Written Communication

Spoken words Written words

Fast Slow

Immediate feedback Delayed feedback

Temporary Permanent record

Less accurate More accurate

Uses body language No body language

Suitable for discussions Suitable for official communication

Key Terms to Remember

Communication

Verbal Communication

Oral Communication

Written Communication

Feedback

Body Language

Precision

Accuracy

Record

Speed

Expense

Gestures

Facial Expressions

Documentary Evidence