Oral Communication And Presentation PDF

**ESP 26^th^ August 2021.** ORAL COMMUNICATION AND PRESENTATION What is communication in general? It is the sending and receiving messages through words and actions. All communication consists of four elements; a sender, a message, a receiver, and feedback What is oral communication? Communicat...

**ESP 26^th^ August 2021.** ORAL COMMUNICATION AND PRESENTATION What is communication in general? It is the sending and receiving messages through words and actions. All communication consists of four elements; a sender, a message, a receiver, and feedback What is oral communication? Communication by word of mouth, phone, or face to face. Oral communication implies communication through mouth. It includes individuals conversing with each other, be it direct conversation or telephonic conversation. Speeches, presentations, discussions are all forms of oral communication. Oral communication is generally recommended when the communication matter is of temporary kind or where a direct interaction is required. Face to face communication (meetings, lectures, conferences, interviews, etc.) is significant so as to build a rapport and trust. Examples: Meeting, when giving a report, interviews, formal discussions with colleagues, in-house training, induction programmes Oral Communication is an immediate way to communicate, done through talking. Importance of this is that: i. Talking is faster ii. Talking takes less concentration iii. Talking can be more meaningful iv. Talking is more immediate v. Talking is more convenient Newcombe P.J. (1988:9) Advantages of Oral Communication i. There is high level of understanding and transparency in oral communication as it is interpersonal. ii. There is no element of rigidity in oral communication. There is flexibility for allowing changes in the decisions previously taken. iii. The feedback is spontaneous in case of oral communication. Thus, decisions can be made quickly without any delay. iv. Oral communication is not only time saving, but it also saves upon money and efforts. v. Oral communication is best in case of problem resolution. The conflicts, disputes and many issues/differences can be put to an end by talking them over. vi. Oral communication is an essential means for teamwork and group energy. vii. Oral communication promotes a receptive and encouraging morale among organizational employees. viii. Oral communication can be best used to transfer private and confidential information/matter. Other similar Advantages i. There is immediate feedback ii. Cheap iii. It avoids distorted messages iv. It saves time v. Easy to make emphasis and clarification. You can easily see the non verbal communication. **Disadvantages/Limitations of Oral Communication** i. Relying only on oral communication may not be sufficient as business communication is formal and very organized. ii. Oral communication is less authentic than written communication as they are informal and not as organized as written communication. iii. Oral communication is time-saving as far as daily interactions are concerned, but in case of meetings, long speeches consume lot of time and are unproductive at times. iv. Oral communications are not easy to maintain and thus they are unsteady. v. There may be misunderstandings as the information is not complete and may lack essentials. vi. It requires attentiveness and great receptivity on part of the receivers/audience. vii. Oral communication (such as speeches) is not frequently used as legal records except in investigation work. What skills are required? i. Preparation of your oral presentation a. Carry out an audience analysis i. to consider the different competencies/expertise present in the audience that calls for an intense research on the topic to be up to date with expected questions ii. look at the background of the audience, iii. level of education and experience and iv. reason/purpose why they are attending the session, v. check whether they have been forced to attend. vi. consider also those that are highly motivated because they are looking forward to promotion. vii. consider age so that you can adjust the material that you have to present viii. position and status to consider the language ix. look out for special needs in the audience b. Consider the venue of the presentation to be away from distractions also look at the number of the people that will attend c. Consider the time of the presentation hot weather, rainy season, when people are tired give them performance activities P. Judson Newcombe (1988) Communication: An introduction to speech, Newton: Allyn and Bacon Inc. **Content -- Preparation** Look at the content interest, teaching aids, prepare visual aids, hand out, check if the machines are working, check if there is power supply etc prepare the introduction and the body Introduction Tell them what you are going to tell them. Grab the interest of the listeners. what criteria? you may tell an inspiration story, give alarming statistics on the subject, you may ask questions in order to establish knowledge, Body Tell them what you promised to tell them - One theme at a time. State the theme, argue and give example Use words in addition, furthermore, in a nut shell, in summary, therefore. use what we call transitional markers Conclusion Tell them what you have told them. Summarise the content Use words to motivate listeners or persuade them to take the argument or not. You can also give them group work. You can give them an evaluation form Presentation Keep Que cards Rehearse your presentation NON VERBAL COMMUNICATION Nonverbal communication is **the transfer of information through the use of body language including eye contact, facial expressions, gestures and tone of voice, some movements, posture, more**. For example, smiling when you meet someone conveys friendliness, acceptance and openness. Everyone uses nonverbal communication all the time whether they know it or not. In front of difficult questions, Ask them to attempt the question themselves, Tell them the truth that you will research on their behalf and give the answer later. WRITTEN COMMUNICATION Examples are letters, reports, Schematic Investigations Written communication involves **any type of interaction that makes use of the written word**. Communication is a key to any endeavour involving more than one person. \... It is essential for small business owners and managers to develop effective written communication skills and to encourage the same in all employees. Characteristics Clarity, Complete, Courtesy Credible, Constructive, Concise. It must be short and simple. (Keep It Simple and Short) KISS principle. As Herta A. Murphy and Herbert W. Hildebrandt observed in *Effective Business Communications, *good communication should be complete, concise, clear, concrete, credible, constructive, correct, considerate, and courteous. More specifically, this means that communication should: i. answer basic questions like who, what, when, where; ii. be relevant and iii. not overly wordy; iv. focus on the receiver and his or her interests; v. use specific facts and figures and active verbs; vi. use a conversational tone for readability; vii. be tactful and good natured; viii. be accurate and ix. non discriminatory.\ \ Read more: [https://www.referenceforbusiness.com/small/Sm-Z/Written-Communication.html\#ixzz753M6aWdm](https://www.referenceforbusiness.com/small/Sm-Z/Written-Communication.html) Letter or Memo. Write it according to a 4 point plan i. Introduction: invite them with time ii. Body: details of the letter iii. Action: what you want them to do as they come to the meeting iv. Conclusion; The last communication of importance Example You are head of business department. You have decided to call for a meeting on a day, date of your choice and venue. You would like all members of the department to attend a meeting and bring with them minutes of a previous meeting and summaries of last terms 's student reports. Ask them to observe time. *I\'m writing to invite you to a departmental meeting scheduled for 2^nd^ September 2021 in the Staff Room from 16:00hrs. Introduction* *As you come for the meeting bring with you the minutes of the previous meeting and summaries of last term's students reports Body* *It is a must that all should attend. Action* *Please let me know if you have any questions. In the meantime, I\'d appreciate your observation of time.* *STRUCTURE OF A LETTER* ***3^rd^ January 2021*** ***ESP FEEDBACK Teacher Happy Time 09:02*** ***Writing a Memo*** What is a memo? A **memorandum** (a **memo**), is a short message or record used for internal communication in a business. TASK: Write a memo indicating the venue and date of the meeting highlighting some of the agenda items which have been indicated. consider here the four point plan The 9 cs at the Clear, Concise, constructive, Complete, Credible, Come with your Structure No address No Salutation No Complimentary close You are headmaster of Kabunde Sec School in Chingola. During a meeting with your heads of departments on 31/12/2021 It was agreed that the poor performance of learners in their final exams both grade 12 and grade 9 was as a result of a number of reasons some of which were as : I. Excessive requests for leave II. Absentism amongst teachers III. An increase in sick leave and many others You have decided to call for a meeting at a day of your choice. In the meeting you will warn your teachers about a possible facilitation for their transfers. **MEMORANDUM** TO: Heads of Department FROM: Headmaster DATE: 3^rd^ January 2022 REF: ODL/HMS/100 **MEETING** I write this memo to invite you to a Heads of Department meeting scheduled for Friday 7^th^ January 2022 in the Staff Lounge from 16:00hrs. In this meeting we would like to address the reasons for the poor performance of our learners in both Grade 9 and Grade 12. Some of the possible reasons from the faculty's side are: i. Excessive Requests for Leave for some teachers ii. Absenteeism amongst some teachers iii. An increased requests in sick leave As you come for the meeting kindly bring the list of the Examination results of our students as a point of reference. It is a must that all should attend this meeting. For those who will not comply, I will be forced to facilitate the transfers of some of the non-performing teachers. Please let me know if you have any questions. In the meantime, I would appreciate your observation of time. Enoch Kanjira **Doing a Schematic Report of Investigative Report** NAME OF ORGANISATION: Capital) TITLE: Investigation of Missing Lap top Scenario of the TERMS OF REFERENCE: *( You state the date when the Task was given and mention the person of who asked you to do the report by name and position, date of submission of report (Report Commissioner) Explain also what they said including the search tools that they may be required* Sampling To report on poor performance of grade 9 and 12 students in their in 2021 at...school as reported by Mr Moyo the headmaster held on 4^th^ Jan 22. The report should be handed in by 1^st^ march 22. - The report Commissioner asked me to use the following research tools. Observations: recording what you have seen, heard, or encountered in detailed field notes. Sit somewhere and observe - Interviews: personally asking people questions in one-on-one conversations. - Focus groups:  asking questions and generating discussion among a group of people. - **[Surveys](https://www.scribbr.com/methodology/survey-research/):** distributing questionnaires with open-ended questions. you can also do it with computer. You take a small group of people to give you answers - **Secondary research: **collecting existing data in the form of texts, images, audio or video recordings, or even in books in the libraty etc. **Research tools** 1. Questionnaire: Pre-printed docs with questions given to those whom you think will give you credible information, no names, but age, sex, who get these questionnaire, pupils, teachers, parents, markers, etc. Give them a date when you will collect the docs. 2. Face to face Interview: oral or structured: you may have a structured interview where the questions are printed. In other cases you do not give questions. Disadvantages, shyness, fear, of respondents lack of trust of respondents, 3. Survey 4. Focus Group Discussion or Actions: Get a group, Give them a list of questions. The small group will give answers. Then you give an inference from what has been given. 5. Participatory methodology: I will partake of the food and be with the people to get the information that you are looking for 1. Findings/Results The findings should be objective; a follow up of the methodology used. You narrate how many people, days of observation how many in the focus group. So then procedures should lead to findings. A sample of 50 participants or respondents sample out of the 50 questionnaire the following were the results From the 10 focus groups this is what came You may want to use a Pie Chart to represent the findings 1. Recommendations or citations 1. End Signature 2. Name 3. Designation 4. Date 5. On the right side, there should be the place for the report commissioner to sign on with designation and date. Sample of a schematic Report **HIGHWAY ELECTRONICS** **REPORT ON COMPLAINTS ABOUT POOR SERVICES AND FOOD PROVIDED IN THE STAFF RESAURANT** TERMS OF REFERENCE To investigate complaints about poor service and food provided in the staff restaurant and to make appropriate recommendation, as requested by Mr Frank Wilson, Administration Director, on 14^th^ April 2022. PROCEDURE i. An interview was held with Mrs Vera English, restaurant manageress on 15^th^ April 2022. ii. Interviews were held with a cross-section of staff (48) who used the restaurant between 15^th^ to 20^th^ April 2022. FINDINGS 1. INTERVIEW WITH RESTAURANT MANAGERESS a. STAFFING Mrs English has three full-time assistants. The youngest Miss Lily Ong, attends day-release at South Point College on Monday, Wednesday, and Friday each week. She works from 2-5pm on those days. b. EQUIPMENT A schedule of current equipment and their year of purchase is attached. No problems with this equipment were reported. However Mrs English requested the purchase of additional equipment as follows: i. 1 Microwave Oven ii. 1 Deep Fat Frier iii. 1 Slow Cooker 2. INTERVIEWS WITH STAFF 20 Staff from 1200 -- 1300 lunch sitting were interviewed and 28 from the 1300 -- 1400 sitting c. CHOICE The food available is shown on the attached schedule of the staff interviewed. 60% requested cold meals, as non were provided and said they would stop using the restaurant if the variety in general did not improve d. QUEUEING A much greater proportion of staff took lunch from 1200-1300 hours (70% as opposed to 30% from 1300-1400 sitting.) This resulted in large queues forming at the first lunch sitting CONCLUSIONS 1. There are insufficient assistants to cope with the preparation of food in the morning and with the first lunch sitting 2. The present equipment is insufficient 3. The selection of meals is not wide enough to cater for staff requirements 4. The ratio of staff to each sitting is not balanced. RECOMMENDATIONS 1. A new assistant should be recruited to work from 0900 -1400nhours on Monday Wednesday and Friday. 2. Mrs English should be asked to devise some new dishes to include cold meals also 3. Mrs English should be asked to look not the prices and availability of the new equipment required 4. The number of staff attending each sitting should be reviewed so that a more even balance is achieved. Enoch Kanjira Frank Wilson SECRETARY TO ADMINISTRATIVE DIRECTOR ADMINISTRATIVE DIRECTOR 24^th^ April 2022. 24^th^ April 2022. FW/RC Sample of an Investigative Report Formal Investigative Report **\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ COUNTY SCHOOLS** **A REPORT ON COMPLAINTS OF MISCONDUCT INVOLVING JOHN** **YOUNG** \[Employee who was investigated\] **TERMS OF REFERENCE** The undersigned was designated to conduct an investigation of alleged misconduct involving the above referenced employee on 10 January 2022 by the board. He was asked to make recommendations and submit the report by 30^th^ January 2022 to the same board **PROCEDURE** The initial information that served as a basis for this investigation was provided by Student Mary Jones \[*Identify person or persons who supplied information of possible misconduct*\] and consisted of \[an oral statement *and/or* a written statement attached hereto as Appendix A\]. The investigation was initiated on \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_, and concluded on \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_. The investigation was delayed for a period of two weeks due to the unavailability of Student Mary Jones, a potential witness. All potential witnesses have been interviewed and are listed as follows: Student Mary Jones (15 year old 8th grade student)(344 9087) Student Linda Smith(15 year old 8th grade student)(345 6120) Principal Alex More (342 8978) Kim Smith (mother of Linda Smith) (345 6120) Sgt. Larry Kyle (W. Va. State Police handwriting expert) (722 6662) Employee John Young was contacted on \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_, but declined to be interviewed. (346 2574) The documents that were reviewed are listed as follows: Unsigned, undated handwritten note and envelope with the name \"Linda\" handwritten as the addressee. Handwritten note dated 11 5 01 from \"Linda\" to \"Mary.\" Report from Sgt. Kyle dated January 25, 2002. The following object has also been secured and place under lock in the school office: A Caller ID device from the Smith home with stored numbers for the period 11-1-01 to 11 20 01. **FINDINGS OF FACT** Beginning in mid November 2001 Student Linda Smith began to spend her lunch periods in Mr. Young's classroom. On some occasions she was accompanied by fellow student Mary Jones. Student Jones noticed that Mr. Young began to tease Student Smith about her dating habits. These facts are supported by the written statement of Student Jones, attached hereto as Exhibit B. On November 5, 2001, during 5th period, Student Smith gave a handwritten note to Student Jones that describes the existence of a romantic relationship between Student Smith and Mr. Young. The note also mentioned the existence of a note from Mr. Young to Student Smith. Student Jones met with Principal Moore the following day and shared the note with him. Principal Moore summoned Student Smith and confronted her with the information that he had received. Student Smith denied any improper relationship. Principal Moore requested that he be permitted to search Student Smith's book bag. Student Smith reluctantly consented to the search. Principal Moore discovered an envelope addressed to \"Linda\" that contained an unsigned, undated note. The note is attached hereto as Exhibit C. Student Smith stated that she knew nothing about the note in her book bag and continued to deny any improper relationship with Mr. Young. The unsigned, undated note appeared to Principle Moore to be in the handwriting of Mr. Young. The contents of the note suggested an attempt by the author to cultivate a romantic relationship with the recipient. The note concluded with the statement: \"Please destroy this note.\" Principle Moore then summoned Mr. Young and confronted him with the information that he had received. Mr. Young denied any improper relationship with Student Smith and denied that he was the author of the unsigned, undated note. After consulting with the Superintendent, it was decided that Mr. Young be suspended with pay effective November 7, 2001. As of the date of this report Mr. Young remains suspended with pay. Principal Moore's actions are supported in a letter to the Superintendent dated November 7, 2001, attached hereto as Exhibit D. The unsigned, undated note, along with several handwriting examples that were written by Mr. Young, were supplied to the State Police for analysis. A report from Sgt. Kyle indicates that based upon the analysis, there is a high probability that Mr. Young is the author of the unsigned, undated note. Sgt. Kyle's report is attached hereto as \"Exhibit E.\" Mrs. Kim Smith was interviewed on November 20, 2001. Mrs. Smith indicated that her daughter had been receiving late night telephone call from the residence of a \"J. Young\" with the number \"346 2574.\" Mrs. Smith had assumed that Linda had been talking with a classmate. Mrs. Smith consented to disconnect the Caller ID and allow it to be used as evidence. The Caller ID reflects a total of 5 telephone calls from the residence of Mr. Young. The dates and times of the calls are listed on Exhibit F. **CONCLUSIONS** Mr. Young has attempted to cultivate a romantic relationship with Student Linda Smith. There is no evidence to support the existence of a physical relationship. A determination on this issue may only be forthcoming if Student Smith consents to cooperate with the investigation. **RECOMMENDATION** Based upon the evidence that has been collected, it is recommenced that the Superintendent consider a recommendation of disciplinary action to the Board. TONY BRACKSTONE **DEPUTY HEADTEACHER** Date: \_\_10 January, 2022 2. **PUBLIC TRANSPORT** a. **Eight members of staff rely upon public transport to travel to work using the A25 bus from the town centre. These staff were often up to 15 minutes late arriving at work around 9.15 am** b. **The A25 bus should stop outside the office at 8.55 am but it was quite erratic in this respect. Its arrival varied from 9.00 to 9.10 am. The previous A25 bus from town arrived outside the office between 8.30 and 8.40 am** 3. **CONCLUSIONS** 4. **RECOMMENDATIONS** **The staff who use public transport could be given the option of starting work at 8.45 am and finishing 15 minutes earlier than usual.** **I hope you find this report satisfactory, but if you have any queries please let me know** **Marylyn Buster** **MEETING** What is a meeting? What are the Types of meetings? Who are Principle officers in a meeting? What are the Roles of the principle officers in a meeting? Chairperson i. Regulate the meeting. ii. To allow a person to speak one at a time iii. To come up with an agenda iv. To cast a vote when there is a tie v. To sign minutes to authenticate them Secretary i. Takes down notes and turn them into minutes ii. In liaison with the Chairperson they prepare the agenda iii. Circulate previous minutes 2 weeks before next meeting iv. Prepare refreshments, stationery and the meeting place, accommodation, transport and sitting allowances if any. What are Agenda Items? It's a list of items to be discussed in a meeting. How is an agenda prepared? Opening Prayer (Optional) i. Apologies for Absentees ii. Opening Remarks iii. Reading, Correction, and Adopting of previous minutes iv. Matters arising from Previous minutes v. New Business a. Purchases b. Audit vi. AOB related to wide net (Matters of similar interest) vii. Date of next meeting viii. Chairperson's closing remarks What is a Chairpersons Agenda? It is where the Chairpersons gives notes for his agenda so that he can include reminders or references to be made during the meeting. These minutes belong to him alone. What are Minutes? How do you write minutes? Either as Action Minutes or as Resolution Minutes It was agreed that so and so should purchase the new tractor one column with what was agreed and response. You indicate the person to carry out the action in another column. What are Resolutions Minutes You just write it was agreed....... without columning the resolution etc. there is also a possibility of voting. At times there is a voting in proxy. i.e to vote on behalf of someone. Adjourning the meeting sine die = it means with no appointed date for resumption, without any future date being designated or indefinitely Ending the minutes. Mwana Ngóno Bwana Mukulu Secretary Chairperson Notices of Meetings Sample TVTC Address Date: Ref.: No. Dear Sir, **[NOTICE OF BOARD MEETING]** Pursuant to the companies Act, 1994 NOTICE is hereby given that the 10^th^ Meeting of the board of Directors of the company will be held on the 15^th^ day of January 2022 at 15:00hrs at the registered office of the company to discuss the following agenda. All the members of the board are requested to attend the meeting on time. [Agenda] 1. Confirmation of the minutes of the last meeting. 2. Payment of Interim Dividend. 3. Forfeiture and Re-issue of shares. 4. Appointment of Auditor. 5. Change of Banker. 6. Redemption of Debenture. 7. Arrangement of finance. 8. Miscellaneous. 9. Date of the next meeting.