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Questions and Answers
Define communication.
Define communication.
Communication refers to the process of receiving and/or giving information for the purpose of enhancing one’s life and the life of others.
Which of the following factors condition communication as a system?
Which of the following factors condition communication as a system?
Communication as a process involves only speaking and listening activities.
Communication as a process involves only speaking and listening activities.
False
The sender encodes the idea by selecting words, symbols, or gestures with which to compose a ____________.
The sender encodes the idea by selecting words, symbols, or gestures with which to compose a ____________.
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Match the types of verbal communication with their descriptions:
Match the types of verbal communication with their descriptions:
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What is the term used to describe the acceptance of information or opinions from someone who is perceived to have the right or authority to give out such information?
What is the term used to describe the acceptance of information or opinions from someone who is perceived to have the right or authority to give out such information?
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What are the two main problems that act as barriers to effective communication?
What are the two main problems that act as barriers to effective communication?
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Stage fright refers to a fear of performing publicly in front of an audience.
Stage fright refers to a fear of performing publicly in front of an audience.
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What does the term 'Glossophobia' refer to?
What does the term 'Glossophobia' refer to?
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Oral communication employs the spoken word, either direct or indirect, as a communication ________.
Oral communication employs the spoken word, either direct or indirect, as a communication ________.
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How can you prepare your environment in advance to concentrate on delivery?
How can you prepare your environment in advance to concentrate on delivery?
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What is the purpose of Chairperson's Remarks?
What is the purpose of Chairperson's Remarks?
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A formal vote of thanks to a speaker is a mark of _____.
A formal vote of thanks to a speaker is a mark of _____.
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Unstructured interviews involve probing, open-ended questions.
Unstructured interviews involve probing, open-ended questions.
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Match the types of interviews with their descriptions:
Match the types of interviews with their descriptions:
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What is the aim of a stress interview?
What is the aim of a stress interview?
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What type of questions are asked in a job-related interview?
What type of questions are asked in a job-related interview?
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In a one-on-one interview, multiple interviewers meet one candidate.
In a one-on-one interview, multiple interviewers meet one candidate.
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The process approach to writing considers writing as a non-linear ________.
The process approach to writing considers writing as a non-linear ________.
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Match the following stages of the process approach to writing:
Match the following stages of the process approach to writing:
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What are the three criteria for immigration as outlined in the content?
What are the three criteria for immigration as outlined in the content?
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Which of the following is NOT part of the screening criteria for immigration?
Which of the following is NOT part of the screening criteria for immigration?
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In the formal letter structure, the salutation comes before the content/body.
In the formal letter structure, the salutation comes before the content/body.
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The _______ can be used when the writer has no address of a specific kind for the writer's address.
The _______ can be used when the writer has no address of a specific kind for the writer's address.
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What type of CV highlights an individual's skills and achievements gained in their working career?
What type of CV highlights an individual's skills and achievements gained in their working career?
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Which CV type is usually used by individuals in the fields of Information Technology (IT) and Engineering?
Which CV type is usually used by individuals in the fields of Information Technology (IT) and Engineering?
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A Functional/Skills based CV is useful for a graduate or apprentice who just completed education/training.
A Functional/Skills based CV is useful for a graduate or apprentice who just completed education/training.
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A CV is a Latin phrase which means "$___$ of life".
A CV is a Latin phrase which means "$___$ of life".
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Match the CV entry with its content:
Match the CV entry with its content:
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What is the purpose of an agenda in a meeting?
What is the purpose of an agenda in a meeting?
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Which of the following is a meeting terminology? (Select all that apply)
Which of the following is a meeting terminology? (Select all that apply)
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What is the minimum number of people required to be present at a meeting to conduct business?
What is the minimum number of people required to be present at a meeting to conduct business?
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Match the types of minutes with their descriptions:
Match the types of minutes with their descriptions:
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What is the main purpose of minutes in a meeting?
What is the main purpose of minutes in a meeting?
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Which section of minutes typically includes final remarks by the chairman and prayer?
Which section of minutes typically includes final remarks by the chairman and prayer?
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What is the term used for an official who serves as a transit for a letter to get to its direct recipient?
What is the term used for an official who serves as a transit for a letter to get to its direct recipient?
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Which of the following are accepted forms of salutation in a formal letter? (Select all that apply)
Which of the following are accepted forms of salutation in a formal letter? (Select all that apply)
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The heading of a formal letter must not be written in a sentence form true/______.
The heading of a formal letter must not be written in a sentence form true/______.
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The main body of a formal letter should provide elaborate details of the subject matter introduced in the introduction.
The main body of a formal letter should provide elaborate details of the subject matter introduced in the introduction.
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Match the following formal letter endings with their appropriate usage:
Match the following formal letter endings with their appropriate usage:
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Study Notes
Communication Skills
Introduction to Communication
- Communication is the process of receiving and giving information to enhance one's life and the life of others
- Crucial to human existence, involving receiving and giving information
- Key words: process, receiver, give/transmit/transfer, information, purpose, and organization of information
Communication as a System
- Complex activities that characterize a given interaction
- Factors that condition communication as a system: number of persons, required resources, and activities
Communication as a Process
- Combination of different activities: changing role of people in the communication act, movement from beginning to end of the interaction, change in emotions of people during interactions, and effect of communication on interlocutors/conversational partners
- Factors that influence communication process: nature of participants (people), place (context of communication), goals of interaction (purpose), and nature of the subject (topic being discussed)
Effective Communication
- Communication that achieves desired goals
- Importance of learning and communicating: obtaining information, transferring knowledge, sharing experiences, etc.
- Role of the receiver and kinds of communication: intentional vs. unintentional communication, intended message vs. unintended message, and intended receiver vs. unintended receiver
Types of Verbal Communication
- Intrapersonal: communication within oneself or with oneself
- Interpersonal: person-to-person activity, including monolineal forms (e.g., giving information, giving commands), bilineal forms (e.g., conversation, question-and-answer), and multilineal forms (e.g., meetings, interviews)
- Public/Mass Communication: formal context involving a large number of people, including monolineal forms (e.g., radio/TV speeches/announcements), bilineal forms (e.g., classroom situation – teacher and students), and multilineal forms (e.g., meetings, convocations)
Non-Verbal Communication
- Proxemics: space (place or location)
- Chronemics: perception and use of time
- Oculesics: eye contact
- Haptics: touch
- Kinesics: bodily movement
- Vocalics: non-verbal associated with the voice or sound (e.g., speed, pitch, intonation, stress, volume, laughter, crying, hissing, coughing, vocal fillers, silence, pause, etc.)
- Objectics: the way artefacts and the environment speak to us or are used to communicate
Importance of Communication
- To initiate actions by passing on a message/information
- To impart information, ideas, opinions, etc. to create understanding or awareness
- To establish, acknowledge, or maintain links or relations with other people
- To encourage others
Achieving Communication Goals
- Credibility: when the message sent by the sender inspires trust and belief in the receiver
- Congeniality: when the message sent by the sender is pleasant to the receiver
- Confidentiality: when the message received is to be kept as a secret without divulging or disclosing it
Barriers to Effective Communication
- Distortion (change in meaning making the message untrue or inaccurate)
- Noise (distractions/interferences in the environment)
- Sources of noise: physical noise, social noise, technical noise, and psychological noise
Objectives of the Lesson
- Demonstrate knowledge and understanding of oral communication
- Give and explain different types of formal oral presentation used in business/corporate communication and everyday interactions
- Identify the stages or process involved in any of the oral presentations
- Show confidence in public speaking
Characteristics of Effective Oral Communication
- Completeness: effective communication is complete, providing all necessary information
- Conciseness: keeping the message to a point, focusing on what's important, and processing information quickly
- Concreteness: specific, tangible, and vivid, supported by facts and figures
- Courtesy: respecting the receiver's culture, values, and beliefs### Effective Communication
- Effective communication is about delivering information unambiguously, so the receiver can decode it correctly.
- Characteristics of effective communication:
- Clearness: ensure the message is clear and easy to understand.
- Correctness: ensure the message is free from errors and inaccuracies.
- Consideration: take into account the receiver's background and point of view.
Types of Oral Communication
- Interactive: face-to-face conversation, interview, phone calls.
- Partially interactive: giving a speech or presentation, checking comprehension from the audience's faces.
- Non-interactive: recording, performing in a play, singing, or reciting a poem.
Public Speaking
- Refers to speaking in front of a physical or virtual audience.
- Common fears when it comes to public speaking:
- Looking like a fool.
- Boring the audience.
- Being lost for words.
- People noticing nervousness.
- People hating the presentation.
- Stage fright (Glossophobia): a fear to perform publicly, affecting not only public speakers but also people in various endeavors.
Controlling Stage Fright
- Try not to obsess about being perfect.
- Know your material: choose a topic you're passionate about or familiar with.
- Prepare your environment in advance.
- Practice regularly to create familiarity and comfort.
- Watch yourself: practice in private and record your performance.
- Prepare notes: type or write out your notes to have an easy-to-see reference.
Chairperson's Remarks
- A chairperson's remarks come after introducing the main program.
- Greet guests informally and express gratitude for their attendance.
- Introduce the event and its purpose.
- Prepare the audience for the event.
- Pass on warm wishes to the audience.
Thanking/Thanksgiving
- A linguistic routine that states what the speaker feels.
- Thanking is an expressive speech act that marks the closing of events.
- Thanks serve as a linking line between giving and receiving and symbolize love and social cohesion.
Vote of Thanks
- A part of an organized program where someone expresses gratitude to God, participants, and organizers.
- Mention the names of dignitaries, functionaries, and special personalities.
- Thank them for their contributions to the function.
Proposal of Toast
- A way to wish a person future health, happiness, and success.
- Proposed on occasions such as birthdays, weddings, and anniversaries.
- Mention the reason for the occasion, give a brief history, and mention challenges and achievements.
Telephone Conversation
- An efficient way to communicate, providing instant feedback and saving time.
- Introduce yourself, ask the other person to introduce themselves, and speak clearly.
- Be brief, courteous, and resourceful, and actively listen and take notes.
Interview
- A selection process to obtain information from a person through oral responses.
- Types of interviews:
- Unstructured/Nondirective: involves probing, open-ended questions.
- Structured/Directive: lists questions and acceptable responses in advance.
- Situational: poses hypothetical job situations.
- Behavioral: asks about past experiences.
- Job-related: focuses on relevant past experiences.
- Stress: intentionally creates anxiety to test stress tolerance.
- Panel/Board: conducted by a team of interviewers.
- One-on-one: one candidate meets one interviewer.
- Mass/Group: several candidates are interviewed simultaneously.
Preparing for an Interview
- Preparation is crucial to market skills, abilities, knowledge, and personality to the employer.### Preparing for a Selection Interview
- The purpose of a selection interview is to choose the right candidate based on requirements such as comportment, manners, speech, intelligence, judgment, initiative, resourcefulness, assurance, and commonsense.
- To prepare for an interview, research the company's background, history, aims, organizational structure, turnover, service or product, priorities, location, and competitors.
- Prepare your CV, certificates, and other documents, and think about possible questions and prepare answers.
- Search for the venue of the interview.
Preparing for an Interview - Interview Day
- Arrive early at the venue.
- Be courteous and friendly towards everyone you meet, including the receptionist.
- Dress neatly, decently, and comfortably, and take original certificates and necessary documents.
- During the interview, relax, greet the interviewers, and sit comfortably.
- Avoid signs of unpreparedness, pay attention to the interviewers, and answer questions clearly and audibly.
- Be tolerant, polite, and avoid unnecessary arguments.
- Ask for clarity if you don't understand a question, and thank the interviewers before leaving.
Writing as a Process
- The Process Approach to writing reflects what real writers do in real situations.
- It considers writing as a non-linear, recursive, and uneven process.
- Good writers organize, plan, and revise throughout the writing process.
- The process approach focuses on the steps involved in creating a piece of work.
Stages/Steps in the Process Approach
- The pre-writing stage involves:
- Defining the audience (audience analysis)
- Selecting a topic
- Brainstorming
- Clustering
- Outlining
- The writing stage involves:
- Freewriting
- Producing a draft
- Revising the drafts
- The post-writing stage involves:
- Editing
- Proofreading
Focus of Editing
- Content:
- Relevance
- Adequacy
- Consistency
- Accuracy
- Structure:
- Generic requirements
- Well-organized
- Logical sequencing
- Transitional markers
- Clarity:
- Ambiguity and vagueness
- Dangling or misrelated constructions
- Sentence fragments and run-on sentences
- Awkward sentences
- Style:
- Level of formality
- Appropriate tone
- Sentence beginning, length, variety, and complexity
- Paragraph length
- Formatting:
- Lecturer's/department's/institution's guidelines
- Spacing, font size, font type
- Margins
- Bold, italics, underlining
- Pagination
- Table, figure, and chart
- References/Bibliography
- Word limit
Proofreading
- Focus on the mechanics of language use
- Check for:
- Concord
- Spelling
- Punctuation
- Tense
- Repetition of words
Guidelines for Editing/Proofreading
- Maintain distance from the text
- Decide on the best medium for editing
- Find a quiet place
- Edit and proofread in short blocks of time
- Check for consistency and accuracy
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Description
Lecture 1 of ENGL 158: Communication Skills II at Kwame Nkrumah University of Science & Technology. This course covers the basics of communication skills, including class agreements and contact details.
