What is Verbal Communication Skill? Definition, Importance & Improvement

What is the one skill that is an integral part of your life? How do you express your ideas, emotions, feelings to the other person?  The most important skill that is required for both personal and professional purpose is Communication skills.  Note down one thing, and it is essential to express yourself adequately; otherwise, if things are misunderstood, then it can lead to a lot of damage. Every company also requires an extrovert kind of employee, who can build up a good relationship with his/her colleagues and can be a good team leader when the time needs them to be one. The way you communicate with people speaks a lot about your personality.  Your tone, the kind of language you use, body language all constitute a vital role in communication skills.

 

What is communication?

Communication is an act of exchange of ideas, emotions, feelings and opinions between two or more people.

This act involves a Sender, a receiver and the message which has to be transformed from the sender to the receiver.

This process seems to be very simple but actually is not so easy and straightforward in real life.

Our emotions, feelings, opinions, cultural situation and even our location tamper with the credibility of the message.

It is essential for the receiver to receive the exact same message sent by the sender.

Any kind of discrepancy can lead to misunderstanding.

 

Why is it essential to avoid Discrepancy in communication?

It is imperative to maintain the credibility of the message.

For example: If the sender is talking about an apple in his conversation with the receiver, the receiver should exactly imagine about an apple and not banana.

If the receiver interprets precisely what the sender is trying to convey, then the process of communication is complete.

Any kind of Discrepancy in between can lead to a misunderstanding between two or more people and can either ruin personal or professional relationships.

To prevent such kind of damage, the process of communication should be completed without any type of Blunder.

 

Process of Communication

 

verbal communication

 

1. Sender

The process of Communication starts when the sender wants to convey some kind of message to the receiver.

The message could be his feelings, opinions, emotions, ideas etc.

The sender encodes his/her message into words to be sent to the receiver.

The process of communication starts and ends with the sender.

 

2. The Receiver

After the message is encoded, the channel of communication is decided.

Channel of communication has to be selected, keeping our receiver in mind.

Speaking, writing, text messages, audio transmission are carried through telephone calls, emails, faxes etc.

These are different kinds of Modes/ channels of Communication,

 

3. Decoding the Message

When the receiver receives the message, it is crucial for them to decode the word correctly.

Decoding refers to the use of our Mental Processes to understand the correct meaning of the message.

If the message is not decoded correctly, it can lead to misunderstanding and confusion.

 

4. Feedback

This is the last step in the communication cycle.

This process tells us if the means of communication is complete or not.

Once the receiver encodes the message, he/she gives their feedback to the sender.

The feedback has to be sent back to the sender, which completes the process of communication.

 

Importance of Feedback

It tells us if the receiver has understood what the sender was trying to convey.

The receiver can provide his/her suggestions which can result in improving the information.

Doubts can be resolved.

 

 

Verbal Communication

Verbal communication is the language used while having a conversation between two or more people.

Sign language is also a part of Verbal Communication.

Verbal communication can be practised during Phone calls, video calls, face to face conversation or while giving a presentation.

Written communication or the gestures which are a part of Nonverbal communication can help to improve the conversation by making the message simpler to understand.

Verbal Communication holds great importance in both professional and personal lives and plays a significant role in building our relationships.

 

Types of Verbal Communication

Verbal Communication incorporates sounds, words, language, and discourse.

Through Verbal Communication one can express their emotions, feelings, opinions freely without any restrictions.

 

There are four types of Verbal Communication

1. Intrapersonal Communication

This is the first category which falls in Verbal Communication.

We restrict this kind of communication to ourselves.

It incorporates the quiet discussions we have with ourselves, wherein we shuffle jobs between the sender and recipient who are handling our thoughts and actions.

In this type of Verbal Communication, we handle both the roles of receiver and sender.

The reason behind it could be anything either it is an emotional breakdown or for boosting motivation.

 

2. Interpersonal Communication

This type of Verbal Communication which happens between two people and is accordingly a one-on-one discussion.

Sharing of ideas, opinions and emotions takes place in this category of Verbal Communication.

There is the presence of a Sender and a receiver who carry out the process of Communication.

 

3. Small-Group Communication

This is the third kind of Verbal Communication.

This sort of correspondence can occur in the presence of multiple individuals.

There will be limited people included in this category of Verbal Communication to make this session interactive.

The press conference, Board meetings fall in this category of Verbal Communication.

This kind of Verbal Communication can become messy as everybody is putting their views and opinions forward.

 

4. Open Communication

This is the fourth kind of Verbal Communication.

This sort of correspondence happens when one individual tends to address the enormous social event of individuals.

Political races and open Mic are a case of this kind of correspondence.

In this type of Verbal Communication, there is one Sender who is talking or sending his/her message to a more extensive set of audience.

 

How to Improve Verbal Communication

1. Make sure your message is clear.

While you are in the middle of a conversation, the utmost important point to keep in mind is that your message is clear and to the point.

Whatever you say should be clearly understood by the receiver. For example, if you are talking about an apple, then the receiver should clearly get the message about an apple, not banana.

Use simple language and be straightforward to avoid any kind of misunderstanding.

Your communication will be complete if whatever you say is precisely the same interpreted by the receiver.

 

2. Ask For Doubts

Sometimes the receiver does not understand what you are trying to convey through your message.

At the end of the conversation, ask the receiver if he/she has understood what you have said and if not, then you can repeat yourself.

If possible, asks your receiver to repeat what you have said so that you can get a clear idea if they have precisely interpreted your message or not.

This will make your conversation much more straightforward and will avoid any sort of misunderstanding.

 

3. Make Eye Contact

This is a critical point to be kept in mind while you are in the middle of any sort of conversation.

Making eye contact with your audience or even the person, you are speaking to show that you are attentive and confident.

This proves your credibility and shows that you care about your audience.

For example, you are in the middle of an interview, and you are not maintaining eye contact with the interviewer, you are looking here and there.

This will give your interviewer the impression that you are not serious about things and take them very lightly.

And now reverse the scenario, you are maintaining constant eye contact, have a confident tone and responding correctly, your interviewer will get a pleasing response from your side and hence your chances of selection will be increased.

 

4. Proper Body Language

After eye contact, body language is the second most crucial factor.

Not just words but your body moments also portray a lot about your personality.

Rubbing your hands, trembling voice are all signs of nervousness.

You also have to notice the body language of the receiver, to understand if they have understood your message or not.

If they shake their head or not, thumbs up or not are some signs that will help you understand.

If you are having a talk and your audience is yawing or dozing off understand immediately that your audience is getting bored and try and improve automatically.

 

5. Develop Your Listening Skills

When you have completed what you have said, listen to your receiver patiently.

Do not hurry! Do not think what to say next; concentrate on what your receiver has to say.

Try and listen to your receiver without any kind of judgement or any pre-saved notions about your receiver.

Both proper speaking and listening skills are required.

 

Importance of Verbal Communication in the workplace

1. Relationship With Your Colleagues

This is one of the most essential skills that the interviewer notices in you during your interview.

You should have a kind, welcoming and warm personality so that your colleagues can easily communicate with you.

Every organization wants that their colleague’s outcast strong example of teamwork and take their company to the path of success.

You should establish good relationships with your colleagues with the help of Verbal communication.

 

2. Build Trust Between Your Colleagues And Boss

Having trust between your colleagues or even with your Boss is very beneficial for the development of the company.

Trust can only be established when you talk to another person, so again here comes the importance of Verbal communication.

Expressing your emotions, ideas, opinions, and also taking the input of your receiver and understanding their notions too are necessary.

Both the sender and the receiver have to initiate a successful communication to establish trust.

 

3. Promoting Positivity

Every employee requires a positive environment to work in order to outcast their productivity to the best of their capabilities.

Poor communication leads to Negativity and confusion, which hampers the performance of the employee and in turn, affects the company.

Establishing a good relationship with your employees, seniors help you to talk to them quickly, clear doubts, solve problems and create better outcomes.

 

Conclusion

Communication is an act of exchange of ideas, emotions, feelings and opinions between two or more people.

The process of communication included four stages.

        . Sender encoding the message into words.

          . A receiver receiving the message.

        . Receiver decoding the message.

        . Receiver sending the feedback to the Sender.

The communication process starts and ends with the Sender.

Verbal communication is the language used while having a conversation between two or more people.

There are four kinds of Verbal Communication

        1. Intrapersonal Verbal Communication

        2. Interpersonal Verbal Communication

        3. Small group Verbal Communication

        4. Public Verbal Communication

 

 

 

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