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By Zoe Daniels Olynsie Moris

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Outline Principles of Oral & Written Communication Report writing techniques

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Oral communication Why oral Communication ? It is : time saving Economical Easy to understand Fast feedback

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Communication Model

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Oral communication Oral communication is based on gestures, body language, posture and listening at presentations, sermons etc. It is needed when there is direct interaction, face to face, and it helps to build trust.

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There is high level of understanding as it is most times interpersonal. There is flexibility for allowing changes in the previous decisions that were made. Oral communication has a spontaneous feedback and the decisions made can be quick without any delay.

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It is divided into Face to face communication Telephonic communication

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Oral communication includes Speeches Video conferencing Social gathering Interviews Debates Lectures Group discussion

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Principles Start off well Self confidence Look at audience Involve audience Dont memorize Body language Good vocal quality Pronunciation

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Advantages & Disadvantages Advantages Disadvantages Time saving Saves money and efforts Best used to transfer private and confidential information. Not easy to maintain There can be misunderstandings Not frequently used as legal records Less authentic Not as organized as written communication

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Advantages Disadvantages Best in the case of problem resolution, conflict and disputes; can be resolved by talking Promotes receptive and encouraging morale among organizational employees. May not be as sufficient as business communication as it is organizes and formal At meetings and presentations, speech consumes a lot of time.

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Written communication Communication by means of written symbols either printed or handwritten. Written communication is the most common form of business communication. It is essential for small business owners and managers to develop effective written communication skills and to encourage the same in all employees.

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Objectives Future reference Record of evidence Effective decision making Legal requirements Precedents Measurement of progress

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Types of Written Communication Formal Informal Pamphlets Manuals Business letters Official letters Leaflets Auditors questionnaire Personal letters Personal essays

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We must Keep it short attract attention Avoid negative writing Use key words Place emphasis Ensure its readable Avoid jargans Show sequence Read before sending

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Written communication includes Words Diagrams Reports Graphs Charts Letters Memo Bulletins

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Advantages & Disadvantages Advantages disadvantages Work related No distortion Record of evidence No rumors or gossip Time saving Suitable foe lengthy matters Documentary work Lack of personal touch No feedback Bureaucratic No interaction One way channel Slow movement Ignores subordinates

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Report writing techniques What is a report ? A Report may be defined as a document in which a given problem is examined for the purpose of conveying information, reporting findings, putting forward ideas and, sometimes, making recommendations.

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Report writing Report writing is a specialised form of written communication.

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Principles of Report Writing The language should be simple, clear and unambiguous. Short sentences should be used. No technical terms or business phrase should be used which are not likely to be understood by the person (s) for whom the report is intended. Reports written by an individual should be written in the first person (I), but reports submitted by a committee or subcommittee must be written in an impersonal manner, i.e., in the third person, and in past tense.

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Principles contd The report should preferably be written in the narrative form setting out the facts, findings and recommendations in such a logical way that they present a coherent picture. The data presented in support of the recommendations should be accurate, reliable and complete. The conclusions and recommendations should be based on factual data (not impressions) and unbiased so that they can be depended upon by the recipient (s) for deciding on a course of action

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We must ensure Accuracy Brevity Clarity

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Structure of Report Writing Title Introduction Body Conclusion Recommendation References

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Title Name of the story, report, what we are talking about

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Introduction the act of introducing or fact of being introduced the reader will have an idea of what he/she is going to be reading

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Body Your report should be in one tense All your facts and ideas should be included in these paragraphs Here can be about two to three paragraphs in this section

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Conclusion Restate your important points Gives a summary of the entire report

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Recommendation The act of recommending An endorsement

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References the use of a source of information in order to ascertain something in which you are researching Where you got your sources or information from.

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Stages Pre writing ; deciding on what you are about to write Planning ; build structure of report Drafting ; after this read over to include new ideas Revise ; make changes if necessary Finalizing ; check for grammatical errors or spelling

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References www.thefreedictionary.com/introduction https://student.unsw.edu.au/report-writing-support Oxford pocket school dictionary English Language for CXC students 3 rd edition