Oral communication is used for training employees and informing them about company’s policies and programs. It is also used in consumer, dealer, community and stockholder relation programs. Oral communication is conducted through meetings, phone calls, public address system, panel discussions and counseling. It is very effective, speedy and economical. Limitations of oral communication are, it may be forgotten quickly or partly understood as one cannot refer back to it. Some major tools of oral communication are discussed below.
Meeting can be of two department heads, team members, a small group, a committee, general body or the workers. Every meeting is arranged with some objectives. It may be to make an arrangement, resolve conflicts, brief employees, solve a problem, or to obtain reactions to a new programme. Meetings are planned in advance by sending e-mails, letter or notices containing the agenda to the participants. For smooth conduct of the meeting, all arrangements must be made beforehand. The major factors to make a meeting successful is listing and active participation by expressing views. The chairperson must start, direct and control the discussions and facilitate teaching of conclusions in a meeting.
Speeches are the fastest and direct way of providing information. The PR person sometimes prepares speeches and delivers it too. The PR department also maintains a speakers’ bureau from the executives of the company. The PR department should help in research, speech writing and even in training the speakers. The content of the speech should be newsworthy and of public interest. Message should be clear and conveyed in a dignified manner. Voice should be well modulated with sufficient pauses in between. The timing and venue are important for participants.to attend it and thus should be considered carefully.