Dictating in Oral Communication

1. DICTATING IN ORAL
COMMUNICATION
&
SIGNIFICANCE OF
DICTATING
Presented by:
ALI HYDER Roll no: 2k14/BBA/18
Assigned By:
SIR NAZIR AHMAD GOPANG

2. DICTATION
Etymology:
The first known written use of the word was in 1581. It derives from
Latin, dictate (to assert).
DICTATION
Dictation is the transcription of spoken text; One
person who is “dictating” speaks and another
person who is “taking dictation” writes down the
words as they are spoken. Among speakers of
several languages, dictation is used as a test of
language skill, similar to spelling bees in English
speaking world.

3. METHOD
How it can be used?
The exercise requires at least two persons: a
reciter and a recorder. The reciter reads a
selected text, evenly and clearly and at audible
volume, by snippets of multiple words (three to ten
or as need be). The text is transcribed by the
recorders, as the reciter proceeds. Each snippet is
read by the reciter at first slowly, then repeated
once or twice at a normal pace. Once the selection
has been read to the end in this way, the reciter
reads the text once again from start to finish at a
normal pace. The recorders then have time to re-
read their work, and edit where necessary. The
exercise in knowledge, comprehension and
application comes to a close.

4. The analysis and evaluation step now
proceeds as follows, upon the revelation of
the selected text. The process requires a
red pen, and can be varied according to
the maturity of the recorders, or as to taste:
the reciter gathers the written work of the
recorders and evaluates it;
the recorders are given the selection and
expected to grade themselves.
The latter auto-evaluation process is
quicker, but is sometimes trickier for two
reasons: one, the handwriting of the
recorder is indistinguishable from that of
the evaluator; and two, the severity of the
evaluator may be in question as the same
person (or class of persons) is employed.

5. DICTATING IN ORAL
COMMUNICATION
Dictation is an oral communication
between two persons (usually an executive
and a secretary). The executive speaks
(dictates) a message to the secretary, who
transcribes the spoken words into a Written
message that is to be sent to addressees.

6. SIGNIFICANCE OF DICTATING IN
ORAL COMMUNICATION
The person who can dictate messages
clearly and quickly saves time and money
for the employer, and who indirectly help
build company goodwill .On the other hand,
poor dictating habits result in confusions,
errors, costly damages, loss of company
goodwill, and damages the executive’s
status.

7. Suggestions for better Dictation
Following are the suggestions for improving dictating habits:
Preparation before Dictation:
Preparation before dictation requires the executive to –
i. Know the purpose.
ii. Visualize the reader.
iii. Consider the secretary.
iv. Collect all facts needed for the contents of the message.
v. Prepare an outline, with main points on paper or in mind.

8. Good Dictating Techniques:
Good dictating techniques include the following:
i. Dictating in a language that possesses all the C’ qualities.
ii. Dictating from the outline (prepared in advance).
iii. Clear pronouncing.
iv. Clarifying the confusing words and figures e.g. “E” may be clarified
by saying “E for elephant” and “Sixty” by “six zero”.
v. Spelling the unusual and confusing words and names.
vi. Giving instructions for number of copies, reference, subject,
ordinary or registered mail, etc.
vii. Dictating punctuations.
viii. Maintaining acceptable speed.
ix. Avoiding environmental disturbance.
x. Providing written material when there are tables of numerous
figures.
xi. Setting a time free from interruptions by telephone or callers.
xii. Developing and using simple abbreviations and code words, e.g.
“SRM” for “send by registered mail”.
xiii. Dictating only the basic ideas (allowing the secretary to compose
the complete message) when the message is of routine nature and
the secretary has adequate information and ability.
Suggestions for better Dictation

9. FAULTS OF DICTATION
DICTATION has certain faults if it is not properly
delivered which is evident from the complaints
received from secretaries who get the dictation.
Such faults may arise from careless handling of
the situation by the executives.
However, some specific faults may be traced in
the following points:
1. Lack of proper enunciation.
2. Lack of patient hearing.
3. Lack of care by the person giving dictation.
4. Lack of interpretation by the person getting
dictation.

10. FAULTS OF DICTATION
There is no specific suggestion to stop definite
mistakes. In any case, the situation of dictation
can improve if the following points are taken into
consideration.
a) Dictation should be given from an outline well
prepared.
b) Enunciate clearly in words and figures.
c) Spell unusual words, names and sounds.
d) Dictate special instructions in the beginning.
e) Dictate punctuation, paragraphs, and quotations.
f) Dictate at normal rate with ease.
g) Dictate less and delegate more.
h) Get prepared to interpret properly.

11. How Dictation makes verbal
message more effective?
Writing latter in a big and busy organization may
mean the use of Stenography/Secretary or
Recording Machine. Saying something to be
written or noted down or recording. (L1 case of
mechanical device) may mean dictation.
For an effective dictation both the parties---- one
giving and the other taking the notes--- should be
alert and through. It is here where it is more valid:
think before you speak, similarly, understand
before you made should be the motto for the
secretary/steno.

12. Dictation may be through men/woman or dictating
machine. Both needs to be handled with care.
1. Dictation is given from an outline.
2. Enunciate clearly in words and figures.
3. Spell unusual/difficult words, names, etc.
4. Give special instructions in the beginning.
5. Dictate punctuation’s, paragraphs, and quotations.
6. Dictate at normal rate with ease.
7. Dictate less and delegate more.
8. Get prepared to interpret properly.

13. Presented By:
Student of BBA part II in
University of Sindh