Inrtoduction

Introduction:

Communication is the most important features of a business organization. The main purpose of all communication is the general welfare of the organization. The communication should be useful and effective. Effective communication is needed at all the stage in order to help the organization to run successfully communication means the exchange of information, ideas, opinion, and feeling. It is the process by which information is transformed between individuals or organizations so that clear understanding of the message leads to a proper response. In a business organization at the planning stages information is needed on various aspects of the business information about resources, manpower, market, condition etc.

Some of the writers had given the definitions about the communication which had given under.
Communication is a process of passing information and understanding from one person to another.

-Keith Davis

Communication is any behavior that results in an exchange of meaning.

- The American management Association.

Communication is the process which information is passed between individuals and /or organizations by means of previously agreed symbols.

- Peter little.

There are two types of communication (1) Verbal communication and (2) Non-verbal communication. It is mainly that two ways which we can use for the creation of communication. But here my focus is about the verbal communication. I had selected the topic of compare the features of oral communication and written. So, it is truly mentioned that the communication may be emerged through the words or symbols means a good speaker can use both the two way of communication. Communication through words is called verbal communication; and communication through other symbols is called non-verbal communication.

We can use verbal communication in many fields of conversation and it is most purposeful. Verbal communication leads the speakers’ overview and most frequent feature of communication. We can see that verbal communication may be spoken or written. Spoken communication is also called oral communication. Some of the aspects which we had studied in the way of business communication that may be shown in the two types like informal way and formal way. But we can not give preference that which way we want to use which method of communication. Oral communication can be shown in the more natural and immediate way. The main purpose for in natural and informal situation is we speak for communicate, to know the ideas and feelings of other person but in a formal and official situation, we marked that many persons feel uncomfortable and can not use the language easily. They can not speak because of the lack of training; it also needs training and practice to speak effectively in a formal situation.

Oral communication requires the presence and simultaneous attention of both the persons. Need of personal presence makes certain demands on the skill of both; each must be able to respond to the body language of the other, and must be able to make immediate response to what the other says.

There are certain greatly extend the field and power of written and oral communication. Writing overcomes the limit of space and time which confine speech. Writing can be transmitted by different means, by powerful electronic media over a greater distance, and can wait for the attention of the receiver.

Oral and written communications have different attributes which you have to take into account in choosing which one to use in a particular situation.

Attributes of oral and written communication:

Attributes of oral and written communication:
Speed:
Written communication is slower in preparation, in conveyance and in reception; it takes more time to draft, type, dispatch, and to receive and read a latter than it takes to speak, and to hear, listen to and understand an oral message. Feedback is also slower in written communication.
Record:
Written communication can makes a record and can be used long time for the future reference. It is a documentary proof and can be used as legal evidence. We can tape the oral communication for the later reference, but the authenticity of the voice can be questioned; moreover, tapes can be edited and the message can spread out. Written records and documents are more reliable and acceptable.

Precision and Accuracy:
Written communication is more precise and accurate than oral communication. Accuracy is necessary in written communication because the receiver is not present to ask for clarification. Choice of precise words is possible in written communication because the writer has the time to look for suitable words and phrase, and to revise and change the draft, if necessary. In oral communication, it is not always possible to be so precise in the choice of words. There is also no time to seek and consider words while speaking; however, the receiver can seek clarification on the spot. Besides, oral communication has the support of vocal tone and gestures and expressions while enrich the meaning of the words.
A written message is usually shorter than an oral communication. The situation of oral communication requires some preliminary and closing remarks, while for written messages there are standard formats for opening and closing while can keep the message short.

Expense:

Written communication requires stationary, preparation, and transmission, all of which cost money. Oral communication can also cost a great deal since it requires simultaneous presence and attention of the two parties, and getting together costs money. Cost will depend on the availability of the required person at the particular place. Each type requires different channels for transmission. Availability and cost of each of the channels is a factor to be considered.

1. Informal
2. Formal
2.1 Oral: 2.2 Written:

- Presentation - Memo
- Face to face talk - Report
- Telephone - Business latter
- Public speech - Notice
- Interview - Circular
- Meeting - Minute

One of the most important skill for and entry level dietitian is effective oral and written communication. When you begin the internship programmed, you are expected to have an overall ability to present ideas logically and follow basic rules of English grammar. This does not mean that you are expected to speak and write perfectly. For example, an intern who presents information to an unfamiliar audience may show some nervousness and have an awkward moment: at the beginning of the clinical rotations, rewrites for initial soap notes and investigative studies are not uncommon.

General expectations for oral and written communication skills are listed below; they form the criteria for a satisfactory rating in communication skills at the end of the rotation. In rating an intern’s ability, the preceptor will consider at what stage you are in the program. When you are adequate in oral and written communication skills but have areas in which to continue improvements, the preceptor will make notations under the question “what could the intern do to improve performance?” in the rotation evaluation form. If you need clarification of what is expected for a specific assignment, if after that conversation, you still do not understand what you are expected to do, see your internship director. When a preceptor observes major problems in oral or written communication skills, they will indicate this on the rotation evaluation form.

Criteria for oral communication skills:

Criteria for oral communication skills:
· You should be able to present ideas logically and use good transitions between sub-

topics.
· Speak comfortable before an audience using eye contact, limiting referral to notes.
· Speak clearly with proper grammar and pronunciation, project voice and tone.
· When appropriate, use audio visual aids that strengthen and enhance the message of

the presentation.e.g bibliography.
· Cover information within the designated time limit.
· Speak as an authority on the topic and with enthusiasm.
· Present accurate and current information.
· Present comprehensive coverage of topic.
· Rotate concepts and information to the needs of the audience.

Criteria for written communication:-

Criteria for written communication:-
You should be kept in mind certain written documents for the element of proof. Written communication may not take place without the documents. It is one of the shared proofs which you can justify so, it is the part of written forms. Communication should be writing properly. Oral communication may be take place in the different situations like telephone talk, conversations, interviews, presentations and meetings. Communications skills need in each of this situation are discussed in subsequent chapters.
Telephone:-

Telephone talk is entirely depends on the voice. In the telephone talk clarity of speech and skillful use of voice is very important. It does not have any advantage of any physical presence if there are the similar words we speak like white and right it creates confusion.

Conversation & Interview:

Conversation:-

Conversation is also takes place when the two parties talking face to face. It is one of the best parts of oral communication when it is face to face. And this type of conversation is only possible when the two individuals are together or a small group of persons at an interview. It is also in meeting and this type of communication can flow both ways in this situation. In that way feedback is also very importance and make the communication clearly and possible. By the face to face communication experience is also importance for the voice, tone, expression and movement in the face to face conversation

Interview:-

An interview is the meeting at one person or the panels of persons, who are known as interviewers, discuss a matter with another person or ask the question of another person, who is the interviewee. It is very usually in business relationship because by this type of process we can judge and trust on it.

Presentation & meeting:

Presentation:-

Presentation is also one of the parts of face to face communication setting and it is also known as formal. We can show that this type of presentation was prepared by pre-plan or well prepared talk in specific topic, and it who the speaker divided among the audiences by their knowledge. The purpose of this type of presentation is only to give information, and some time visual ads area also used to enhance the presentation. It is also keep in mind to the speakers whether he/ she will be able to give the answer of the question which the audience gives at the end of the presentation.

Meeting:-

Meeting is made by a small group of persons, and when it is necessary to change something in their company or any other places it is together made the judgments by every ones own views. It is a committee of small group of persons entrusted with a special business talk appointed by bigger group or some one in authority. A committee meets after it required for the talks and maintained the minutes of its meetings.

Features of written communication

Features of written communication:-

Written communication is also one of the essential parts of the knowledge and it is also used in many purposed. Written communication is used in official works so that many of the documents are required for it. Memo, letters, circulars, notice, report and minutes are the parts of written communication.

Memo, Letter & Circular

Memo:-

A memo is a short piece of writing generally used by the officers of an organization for communicating among them. The main purpose of the memo is to record or convey information and decisions or to make short request. A memo is written can be easy to understand the language. Many organization use printed memo forms. One can be quickly write the message and transmit it to the concerned officers. Some of the following items of information must be given in memo like the designation of the receiver, the designation of senders and reference, date, and subjects also.

Letter:

Letters are the most widely used form of written communication. They are used mostly for external communication. A letter has a complex lay out which has to be carefully followed.

Circular:

It is the given information of details subject and for the enhance of every one understanding. It is also instructions or orders on a specific matter. A circular has a number and a date for reference, and is signed by the authorized signatory of a issuing officer. Circulars are generally issued by government departments and other official bodies like councils. Universities and head officers of organization.

Notice, Report & Minutes

Notice:

Notice is one of the important parts of the business communication. It is used when any people in organization have to be given the same information. It is the most common method of mass communication within an organization. A notice should be short, it’s language should be simple, and the types should be large and well spaced for easy reading.
Report:

A report is a communication from some one who has some information to some one who wants to used that information. Writing report is a discipline which has its important values. It trains the writer in planned and orderly procedures and logical presentation of ideas and information. Report is a task of collecting information on a given subject.
Minutes:

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

List out three situations in my experience of communication:

List out three situations in my experience where I would prefer to use written communication:

My entire academic career there are many confusions take place but it is good when we take it in a positive manner. There are many conflicts among the written communication it requires the proficiency of writing. It is also much more important for the torch bearer of our knowledge because every thing is not achieved among them some of it are required. My experience where I prefer to give written communication, when it is the job application, and therefore all the ways written communication is more effective than oral communication. It requires some knowledge of language and also makes effect to the opposite party.

When it is the time of complain:
Written form is more suitable than oral communication. It is good to write complain when we are not satisfied with their service or in a company. When we want to raise the voice against the authority it seems to be mannered, and therefore my experience to give prefer on written communication.

When we are going to make some articles or any other extra ordinary activity it is good to be in a written form because when we want to spread our knowledge among other we can views among others by that documentary proof.

List out three situations where I choose to speak rather than write:

When some one is going to give the presentation among the particular subject and I am the examiner in that situation when the presentation is over then I give the feedbacks of their presentation. Because in that type of situation we list out feedbacks and then we tell to the performer. It’s the good way of spoken form, by that type of feedbacks the students keep in mind about his mistakes and makes you to change it on that time.

When the time of interview we need to speak rather than write, so I also choose this type of situation because the interviewer want to measure our language and knowledge.

Discuss the complicated questions to the teacher is also I would like to choose rather than write, because when we discuss about the particular subjects on a face to face communication it makes more effect to the other person and it clears our confusion. So, I prefer to give oral communication on that type of situation.