10. INFORMATIVE SPEAKING (Notes of Business Communication and Report Writing)

            Expression of ideas never ceases. We have to speak on different occasions on different subjects. The purpose of our speaking is to inform, to persuade and to entertain. We can say, “In informative speaking, a speaker gives informative to a listener on a certain topic.”

Main object of informative speaking:-

            The first and foremost object of informative speaking is to present our ideas clearly before the audience. We must inspire our listener with our language. But how can we do so? The answer is that we can do so by giving him definite informative based on facts.

Kinds of informative speaking:-

1.      General reports:-

They are long and deal with the operation and functioning of a firm. They are discussed at various meetings. They include all types of periodic progress and operational reports.

2.      Good will speeches:-

These speeches are the essence of every business organization because it is the desire of every business firm   to keep good relations with its customers, its seller and other organizations. This good will is built by informative speaking. So, a speaker must prepare his speech well before he delivers it. The importance of “Good-Will Speeches” can be seen it we observe the expenses of different firms to achieve it.

3.      Briefing:-

Briefing is short and correct summery of the details of a plain or operation. But before briefing a listener, a speaker must be specific in its purpose. He must have information about the problem he is discussing. We can say that a speaker must discuss the pros and cons the problems.

4.      Instructions:-

These speeches are used when sometimes, the executive of an organization instructs his junior in the matters of business. The duration of such instruction may last for any spam of time. It may be for hours, days and weeks etc. So, a speaker must know the habits, attitudes and interests of his audience.

Organizational Plan for informative speaking:-

            To deliver a speech is a difficult task and to convince your audience with your views is a herculean task. It becomes very difficult in the case if the speaker has no experience. A businessman must have the following points in his mind before delivering a speech.
Ø  He should have awareness of his aim.
Ø  He should know what he will achieve through his speech.
Ø  He should have the knowledge of interests, attitudes and mental makeup of his listeners.
Ø  He should deliver speech based on facts. We can say that he should be a true researcher. He must collect ideas and facts.
Ø  He must make arrangement of audio-visual aids if he needs.
Ø  He makes a rehearsal of his speech. Having taken these steps, he must organize his speech.
 A good formal speech is organized in the following way. 
1.      Introduction
2.      The body (The Text)
3.      The close (The conclusion)

1.      Introduction:-

The introduction of a speech has a great significance in informative speech. It prepares the listeners to receive the message. The purpose of the speaker is also same. So if he fails in it, he is sure to fail and everything will go in wrong direction. It would be very difficult for him to convince his audience afterwards. He must start his speech having dramatic elements. He may cite the verses from the holly Quran. And afterward cite some verses from the poetry of some artist.

2.      The body:-

The body is the main part of speech. A speaker must organize his speech into certain topics. He may divide it into headings or subheadings. He can use both direct and indirect methods to deliver his speech. Indirect method is used when we want to pursue our listener. However, we use direct method when we want to give a realistic picture of our business.

3.      The close:-

In this part of speech, the speaker stresses the main points of his speech. He must close his speech in a natural and logical manner. He should give a summary of discussion. He must include the following points in his close.
Ø  A summary of key points.
Ø  A statement of conclusion.
Ø  A speech must be closed in a strong language.
It must end with the recitation of some verses from the Holy Quran, a verse of some poet or with a quotation of some great thinker.