Session 2: Verbal Communication

1. What is Verbal Communication?

• Definition: Verbal communication is the sharing of information by using words. It is the most common and powerful form of communication.
• Two Forms: It can be either spoken (Oral Communication) or written.
  • Oral: Talking, speeches, discussions, phone calls.
  • Written: Emails, letters, books, reports, SMS, chats.
• Purpose: It allows us to express our emotions, thoughts, and opinions clearly. The choice of words is very important in this type of communication.

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2. Types of Verbal Communication

Verbal communication can be categorized based on the number of people involved and the level of formality.

1. Interpersonal Communication

• What it is: This is a one-on-one conversation between two individuals.
• Nature: It can be:
  • Formal: A structured conversation with a specific purpose.
    • Example: A student asking a teacher for help with a math problem; a manager discussing performance with an employee.
  • Informal: A casual, unstructured chat.
    • Example: Two friends discussing their weekend plans; talking to your sibling at home.
• Key Feature: It involves a back-and-forth exchange of information and ideas between two people.

2. Written Communication

• What it is: This involves communicating through the written word.
• Mediums: Letters, emails, reports, manuals, notes, SMS, social media chats, etc.
• Nature: It is generally more formal and structured than spoken communication.
• Key Feature: It provides a permanent record of the communication, which can be referred to later.
  • Example: A manager sending an appreciation email to an employee; writing a leave application to the principal.

3. Small Group Communication

• What it is: This type of communication takes place when more than two people are involved, typically in a small group where everyone can interact.
• Nature: It allows for discussion and collaboration among all participants.
• Key Feature: Every member of the group has the opportunity to speak and be heard.
  • Example: A team meeting to plan a project; a group of students working on a presentation; a press conference.

4. Public Communication

• What it is: This happens when one individual speaks to a large group of people (an audience).
• Nature: It is usually formal and well-structured. The speaker often prepares their speech in advance.
• Key Feature: It is mostly a one-way flow of information from the speaker to the audience, with limited direct interaction.
  • Example: A principal addressing the school during the morning assembly; a politician giving a speech at an election rally.

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3. Advantages and Disadvantages of Verbal Communication

Advantages (Why it's good):

• Quick and Easy: It is a fast way to exchange information and get an immediate response, especially in spoken communication.
• Flexible: You can change your words and tone based on the other person's reaction. If they look confused, you can explain it differently.
• Convenient: It's a simple and straightforward way to express yourself.

Disadvantages (Where it can go wrong):

• Dependence on Words: The meaning of the message depends heavily on the specific words used. If you choose the wrong words, it can lead to confusion or misunderstanding.
• No Permanent Record (in speech): Spoken words are temporary. Unless recorded, there is no proof of what was said.
• Cultural Differences: Words can have different meanings in different cultures, which can cause miscommunication.
• Emotional Barriers: Strong emotions like anger or sadness can affect your choice of words and make communication less effective.

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4. Mastering Verbal Communication: Tips for Success

To become a more effective verbal communicator, focus on the following key areas. Think of it as a checklist before you speak.

Think Before You Speak

• What is my point? Be clear about the main idea you want to convey.
• Who is my audience? Use simple words for someone unfamiliar with the topic and more specific words for an expert.
• Plan your message: For important conversations, it helps to note down the key points you want to cover.

Be Concise and Clear

• Concise: Use as few words as needed. Don't ramble. Get straight to the point.
• Clear:
  • Speak loudly and clearly. Don't mumble.
  • Speak at a moderate speed—not too fast and not too slow.
  • Avoid using jargon (technical words) or slang unless you are sure your audience will understand.

Be Confident and Use Good Body Language

• Confidence: Believe in what you are saying.
• Body Language:
  • Maintain eye contact to show you are engaged.
  • Stand or sit straight to project confidence.
  • Have a friendly and open expression. A simple smile can make a big difference.