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    Oral Communication 8th Lecture

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    Huneyn Ali Quadri
    This document provides guidance on effective dictation and telephone communication. It discusses the importance of dictation for saving time and building goodwill. Suggestions are given for better dictation, including preparing an outline, clearly pronouncing words, and spelling unusual words. Faults of poor dictation like lack of preparation and enunciation are also outlined. The document also discusses the effectiveness of telephone communication for business and provides suggestions for both the caller and respondent to plan appropriately and communicate clearly during calls.

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    Oral Communication 8th Lecture

    Uploaded by

    Huneyn Ali Quadri
    90 views16 pages
    This document provides guidance on effective dictation and telephone communication. It discusses the importance of dictation for saving time and building goodwill. Suggestions are given for better dictation, including preparing an outline, clearly pronouncing words, and spelling unusual words. Faults of poor dictation like lack of preparation and enunciation are also outlined. The document also discusses the effectiveness of telephone communication for business and provides suggestions for both the caller and respondent to plan appropriately and communicate clearly during calls.

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    This document provides guidance on effective dictation and telephone communication. It discusses the importance of dictation for saving time and building goodwill. Suggestions are given for better dictation, including preparing an outline, clearly pronouncing words, and spelling unusual words. Faults of poor dictation like lack of preparation and enunciation are also outlined. The document also discusses the effectiveness of telephone communication for business and provides suggestions for both the caller and respondent to plan appropriately and communicate clearly during calls.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    90 views16 pages

    Oral Communication 8th Lecture

    Uploaded by

    Huneyn Ali Quadri
    This document provides guidance on effective dictation and telephone communication. It discusses the importance of dictation for saving time and building goodwill. Suggestions are given for better dictation, including preparing an outline, clearly pronouncing words, and spelling unusual words. Faults of poor dictation like lack of preparation and enunciation are also outlined. The document also discusses the effectiveness of telephone communication for business and provides suggestions for both the caller and respondent to plan appropriately and communicate clearly during calls.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    of 16

    COURSE CONTENTS:

     DICTATING IN ORAL COMMUNICATION


     SIGNIFICANCE OF DICTATING
     USAGE OF DICTATION
     HOW DICTATION MAKES VERBAL COMMUNICATION
    MORE EFFECTIVE
     FAULTS OF DICTATION
     DICTATING:

     Dictation is an oral communication between two


    persons (usually an executive and a secretary).
     The executive speaks (dictates) a message to the
    secretary, who transcribes the spoken words into a
    Written message that is to be sent to addressees.
    Importance
     The person who can dictate messages clearly and quickly
    saves time and money for the employer, and who indirectly
    help build company goodwill .

     On the other hand, poor dictating habits result in


    confusions, errors, costly damages, loss of company
    goodwill, and damages the executive’s status.
    Suggestions for better Dictation
    Following are the suggestions for improving dictating
    habits:

     Preparation before Dictation:

    Preparation before dictation requires the executive to :


    i. Know the purpose.
    ii. Visualize the reader.
    iii. Consider the secretary.
    iv. Collect all facts needed for the contents of the
    message.
    v. Prepare an outline, with main points on paper or in
    mind.
    Suggestions for better Dictation
     Good Dictating Techniques :

    i. Dictating in a language that possesses all the C’


    qualities.
    ii. Dictating from the outline (prepared in advance).
    iii. Clear pronouncing.
    iv. Clarifying the confusing words and figures e.g. “E”
    may be clarified by saying “E for elephant” and “Sixty”
    by “six zero”.
    v. Spelling the unusual and confusing words and names.
    vi. Giving instructions for number of copies, reference,
    subject, ordinary or registered mail, etc.
    vii. Dictating punctuations.
    viii. Maintaining acceptable speed.
    ix. Avoiding environmental disturbance.
    x. Providing written material when there are tables of
    numerous figures.
    xi. Setting a time free from interruptions by telephone or
    callers.
    xii. Developing and using simple abbreviations and code
    words, e.g. “SRM” for “send by registered mail”.
    xiii. Dictating only the basic ideas (allowing the secretary to
    compose the complete message) when the message is of
    routine nature and the secretary has adequate information
    and ability.
    FAULTS OF DICTATION
    DICTATION has certain faults if it is not properly
    delivered which is evident from the complaints
    received from secretaries who get the dictation. Such
    faults may arise from careless handling of the situation
    by the executives.
    However, some specific faults may be traced in
    the following points:
    1. Lack of proper enunciation.
    2. Lack of patient hearing.
    3. Lack of care by the person giving dictation.
    4. Lack of interpretation by the person getting dictation.
    How Dictation makes verbal
    message more effective?
     Writing latter in a big and busy organization may
    mean the use of Stenography/Secretary or
    Recording Machine. Saying something to be
    written or noted down or recording. (L1 case of
    mechanical device) may mean dictation.

     For an effective dictation both the parties---- one


    giving and the other taking the notes--- should be
    alert and through. It is here where it is more valid:
    think before you speak, similarly, understand
    before you made should be the motto for the
    secretary/steno.
    Dictation may be through men/woman or dictating
    machine. Both needs to be handled with care.
    1. Dictation is given from an outline.
    2. Enunciate clearly in words and figures.
    3. Spell unusual/difficult words, names, etc.
    4. Give special instructions in the beginning.
    5. Dictate punctuation’s, paragraphs, and
    quotations.
    6. Dictate at normal rate with ease.
    7. Dictate less and delegate more.
    8. Get prepared to interpret properly.
    TELEPHONING:
     For business and professional use, the telephone is an
    effective oral communication tool and
     one of the most important channels of communication.
    Often a telephone conversation can take the place of two
    written messages or a face-to-face interview. In most of the
    cases communication through telephone is comparatively
    less time taking and more economical.

     Telephone talks are also more effective in some cases than


    the written messages. Something difficult to say in face-to-
    face interview, can be easily said on telephone. The time
    that phone calls save to handle certain inquiries and
    business is valuable for both the callers and the
    respondents. Business may also sell goods and services
    through telephone calls. It is a medium, which helps
    contact more customers, more frequently at lower cost, and
    earns money from sales. The telephone is therefore, useful
    in saving money, time and labor, and increasing efficiency
    and revenue.
    Suggestions for effective
    telephoning:
     Telephoning to be effective requires:
     (a) preplanning by the caller, and
     (b) desirable behavior during conversation by the
    conversing persons.
    Preplanning:
     Before calling, the caller should:
     i. Know the specific purpose of the call.
     ii. Know the person to be called.
     iii. Consider the best time to phone.
     iv. Plan the opening statement.
     v. Jot down the questions to be asked.
     vi. Have paper and pen handy for note taking, and
     vii. Place near the phone any figures, file,
    correspondence or whatever may be necessary
     for reference.

    Desirable behavior during
    conversation:
     Called should:
     i. Confirm whether the desired person or office
    has been connected.
     ii. State the purpose of the call at the beginning.
     iii. Summarize the main points before closing,
    and
     iv. Thank the listener and let him / her hang up
    first.
    Respondent should:
     i. Respond promptly with a clear pleasant voice.
     ii. Greet the caller by saying “ASSALAM-O-
    ALAIKUM” and mention at the beginning
     his or her (respondent’s) name ad office.
     iii. Answer all questions asked.
     iv. Give extra information if relevant.
    Respondent should:
    Both Persons should:
     i. Smile, because the tone of a smiling speaker’s
    voice sounds pleasant although he / she
     are not seen.
     ii. Try to make the conversation interesting.
     iii. Listen without interrupting the other person.
     iv. Listen for the tone of the other person’s voice.
     v. Hold the phone mouthpiece about ½ inches
    from lips.

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