Unit II — Overview: Oral Communication

Unit II covers the spoken side of professional communication. Spoken communication is where interviews are won, presentations land, and meetings succeed or waste two hours.

Topics:

1. Principles of effective oral communication
2. Self-introduction and greetings
3. Handling telephone calls
4. Interviews — meaning, purpose, art, types, styles, techniques, guidelines
5. Meetings — definition, kinds, agenda, minutes, planning
6. Project presentations — structure, visuals, time, electronic media (PPT)
7. Group Discussion (GD) and JAM (Just A Minute) sessions

Learning outcomes

After Unit II you should be able to:

• State the principles of effective oral communication
• Introduce yourself confidently in any setting
• Handle business telephone calls professionally
• Prepare for and perform in an interview as either interviewer or interviewee
• Plan and conduct a meeting; write an agenda and minutes
• Deliver a project presentation with effective visuals
• Participate in a Group Discussion and a JAM session

Topic map

Typical exam weight

Unit II contributes 2-3 long questions:

• Explain principles of effective oral communication. — long
• Discuss types of interviews and techniques. — long (very high frequency)
• What is an agenda and minutes of meeting? Explain with format. — long
• Explain guidelines for using visual aids in presentations. — long
• Differentiate Group Discussion and JAM session. — short

Key Terms — Unit II Map

Unit II is the spoken-skills unit; these labels recur across interviews, meetings, and presentations.

Oral communication — Spoken exchange of information — face-to-face, by phone, or on video — where tone and body language carry as much as the words.

Self-introduction — A structured 1–2 minute account of who you are — name, background, education, projects, strengths — used in interviews and group settings.

Telephone etiquette — The conventions of professional phone handling — greeting with identification, listening, note-taking, confirming, and a courteous close.

Interview — A purposeful, structured conversation between interviewer and interviewee to assess suitability — for jobs, promotion, admission, or exit.

Agenda — The list of topics to be discussed in a meeting, circulated in advance so attendees come prepared.

Minutes — The official written record of a meeting — attendees, decisions, and action items — approved at the next meeting.

Group Discussion (GD) — A leaderless group activity assessing knowledge, listening, leadership, and team behaviour on a given topic.

JAM (Just A Minute) — A one-minute solo speaking task testing fluency, organisation, and the avoidance of hesitation and repetition.

Self-check

Self-test the Unit II map.

1. Which is leaderless — GD or JAM? (GD)
2. How long is a JAM turn? (one minute)
3. What document lists meeting topics in advance? (agenda)
4. What is the official record of a meeting called? (minutes)
5. Name three things a professional should do when answering a business call. (greet with identification; listen and take notes; confirm and close)