Communications in different situations

The different kind of communication skill is required as per the situation    and the  functions of the organizations.

Communication takes on different characteristics as the situation changes.

Oral communication situation:

  • Face to Face communication
  • Telephone
  • Interview
  • Presentation
  • Public speech
  • Meeting

Face to face communication: Body language and paralanguage are fully effective in this situation. A great deal of practice is needed to be able to deal with encounters with different kinds of persons.

When we talk to someone face-to-face, only 7% is conveyed by the words we use, and about 38% is conveyed by the tone of  voice. The remaining 55% is conveyed by body language.

Telephone: The guidelines for making a call  are: Plan all comments and questions  with paper and pen on hand, return  the greetings, concentrate, use simple  language, take notes, ask questions,  visualize the speaker, use  conversation cues, listen carefully,  summarize the main points and thank.  The guidelines for taking a call are:  Answer the call promptly, identify yourself, smile when you speak, listen carefully, take responsibility to help,  take down message if necessary and  keep cool and be patient with a  difficult caller.

Presentation: It is formal, prepared to talk on a specific topic,  delivered to a  knowledgeable and  interested audience and  has a face-to-face  setting. Visual aids are used to enhance the presentations.

Public speech: It is a face-to-face setting, but the distance between the speaker and the audience is great. Its purpose may be to entertain, to encourage, inspiring. Feedback is very little and much depends on the speaker’s skill in using gestures and using the  microphone.

Interview: It is structured and characterized by questions and answer type of communication

An interview is a meeting at which one person or a panel of persons discuss            a matter with another person or ask questions of another person, who is the interviewee. In this situation each assesses the other in order to judge whether it would be worthwhile to enter into a business relationship  with the other.

Meeting: It involves many persons with a chairman  or leader, a fixed agenda, backed by note-  making during the meeting and writing of  minutes, for record, after the meeting. It  requires venue and environment

Written Communication:

  • Letters
  • Reports
  • Memo
  • Notice
  • Minutes

Letter : It is the most widely used  form of written  communication having a  complex layout

Memo: Memorandum is the common form of  communication within the organization  usually called a memo used in many  situations both for one-to-one  communications as well as for giving  information to a group of persons

Notice: A notice is used when many people in the organization have to be given the same information. It  is the most common method of mass communication  within the organization. A notice should be short; its language should be simple, and the type should be large and well spaced for easy reading. It must include the points:

 1. Whom the notice is for

2. The reason for the notice

3. The details of the event

4.  Whom to call for more information?

Reports: A report is used for presenting information. Report writing requires  careful research, collection and analysis  of data, well-organized presentation of  the findings, conclusions,  recommendations and suggestions

Minutes: Minutes are the written record of decisions taken at a meeting. Different bodies have their own convention of are recording the discussion and then decisions. Minutes may be written by hand or typed and pasted in a minute book, or typed and filed in a minute file. Minutes are legal documents.


Subscribe to our Newsletter !

You Might Also Like

Leave a Reply