Oral Messages: Interviews, Encounters, Briefing Meetings, Public Speaking, Press Conferences BBS First Year BBS First Year Business English

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Oral Messages

Oral messages are used mostly for informal purposes when there is urgency. They are used when the ideas are simple to convey or easily explainable via speaking. They are effective in conveying emotions and feelings. The following oral messages are commonly used in business communication:

Interviews

An interview is a face-to-face communication situation for various purposes. It faces an interviewer in a room. The interviewers are in full control of the situation; they do the asking and the probing to find out whatever they want to know about the interviewee.

Encounters

An encounter is a situation in which you meet someone unexpectedly. It is not a planned appointment. Encounters are effective only for causal, routine or simple communication. Trying to communicate complex and sensitive information in an encounter can lead to failure.

Meetings of Individuals

Meaning is more formal and may even be planned. A meeting can be internal, involving co-workers and managers. Meetings offer opportunities for participants to express their views and possibly contribute to making decisions or solving problems.

Briefing Meetings

A briefing meeting is a communication situation, often at the beginning of the workday, in which a senior business officer gives instructions or preparatory information to his staff. Such meetings cover development within the company, specify the tasks for staff members and convey to them the set targets for the day. It is often conducted informally.

Full Staff Meetings

Full staff meetings are planned with clear agenda items, and they are formal. The meeting is chaired by a person who makes sure that participants get the opportunity to express their opinions. Such meetings often focus on pressing issues or problems to find a resolution through discussion. Written records of staff meetings are maintained by taking notes or minutes, usually by a secretary.

Formal, Public Speaking

This kind of public speaking involves a speaker talking to a group of people in a formal setting. Speakers are more structured and focused on a topic, and even try to energise the audience by asking questions. It offers the opportunity to highlight key points. It is immediate, so the audience receives information simultaneously, which some speakers provide by handing it out to the audience.

Oral Report or Presentation

An oral report or presentation is an oral version of a written report that begins with an introduction, anecdote, a proverb, personal experiences, an interesting fact, or a question directly related to the topic. It can be informal in routine conversation and highly formal in a structured public presentation. Visual aids like projectors and overhead slides are used, and questions are welcomed at the end of the presentation.

Press Conferences

A press conference is a meeting in which journalists or news media professionals are invited for interaction. It may begin with the reading of a statement. A company often uses a press conference to make an important announcement, such as the launch of a new product, service, or merger of the company with another competitor. Sometimes, a press conference is held to clarify things, especially if the company is caught up in a controversy. A press conference is effective in conveying a message directly to the media.

Telephone Calls

Many business messages can be directly conveyed via the telephone. Business persons can directly call customers to share news or updates on issues of their interest and for follow-ups. They can do telemarketing to reach potential customers or conduct telephone surveys to identify their customers’ preferences.  Telephone calls can provide immediate feedback from customers. Tele calls can be distorted due to poor connectivity, and ignoring body language in conversations.

Skype

Skype can be used to talk to another person via a computer for free. It is like making a telephone call and can be used to telephone from your computer using a webcam. Skype is also used for videoconferencing with more than two people. One of the main issues with Skype is a poor signal or distortion.  

Teleconferences and Video conferences

 https://www.youtube.com/watch?v=Nz-_m9GaZ5k

These are conferences over the telephone or via video. They usually involve more than two people physically at some distance from each other. Participants just need to connect to a device to be together. A teleconference is only for voice calls, whereas a videoconference allows participants to see each other while communicating. Poor signals and technical problems are the challenges of these conferences. Skype has made these types of conferencing easier and cheaper today. 

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