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Basic Communication in English

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3 views18 pages

Basic Communication in English

Uploaded by

haxadil106
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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BASIC COMMUNICATION

IN ENGLISH
ENG 1005
MODULE 1: SPOKEN COMMUNICATION
Communication and its importance
Communication is the process of exchanging information, ideas,
thoughts, or feelings between individuals or groups.

Effective communication is the foundation of successful interactions,


both personally and professionally.

Developing strong communication skills is essential for achieving your


goals and building meaningful relationships.

Significance of Communication: Enhances understanding, Builds


relationships, Facilitates problem-solving, Boosts productivity, and
Promotes teamwork.
Key Elements of Communication:

Sender: The person initiating the message.


Message: The content or information being
conveyed.
Medium: The channel through which the message is
transmitted.
Receiver: The individual or group receiving the
message.
Feedback: The response or reaction to the message.
Barriers to Effective Communication:

Language differences.
Noise and distractions.
Cultural and social barriers.
Lack of clarity in the message.
Emotional or psychological factors.
Language Differences

1. Misinterpretation can occur when participants do not share the same


language or proficiency, leading to confusion.

2. Jargon or technical terms might be misunderstood by someone unfamiliar


with the
subject, further complicating the exchange.

Noise and Distractions

2. Physical noise like background sounds or interruptions can prevent the


message from
being heard clearly.

2. Mental distractions, such as multitasking, can reduce focus, making it


harder to
understand the message.
Cultural and Social Barriers

1. Cultural norms may influence how messages are perceived, leading to miscommunication if
they are not acknowledged.

2. Social hierarchies can hinder open communication if individuals feel restricted by their position
or status.

Lack of Clarity in the Message

2. Vague language or incomplete information can leave the listener unsure of the intended
meaning.

2. Overly complex or ambiguous statements can confuse the receiver, leading to


misunderstanding.

Emotional or Psychological Factors

3. Stress, anger, or anxiety can distort how a message is sent or received, as emotions might
overshadow the content.

2. Personal biases or preconceived notions can cause someone to misinterpret a neutral message
as hostile or irrelevant.
Different types of Communication

Organizational Communication
Formal and informal
Verbal and Non-verbal communication
Online and offline communication
Organizational Communication:

Organizational communication is the flow of information, ideas, and messages


within a structured entity, such as a company, government agency, or non-profit
organization.
It serves to coordinate tasks, convey policies, and facilitate decision-making within
the organization.
Organizational communication can be formal, following established channels and
protocols, or informal, occurring spontaneously between employees.
Examples: An employee receives an official email from their manager outlining the
new project timeline and responsibilities. This is formal organizational
communication.
During a team lunch, co-workers discuss a recent change in company policies.
This is informal organizational communication.
Formal and Informal Communication:

Formal Communication: This type follows predefined structures and is often official. It
includes:
◦ Written communication like reports, memos, and official letters.
◦ Scheduled meetings, such as board meetings, departmental meetings, or performance
reviews.
◦ Organizational announcements through official channels.
◦ Example of Formal Communication: A company CEO holds a quarterly town hall meeting
to present financial results and discuss future strategies.

Informal Communication: Informal communication is less structured and can be


spontaneous.
◦ Water-cooler conversations where employees discuss non-work-related topics.
◦ Impromptu discussions among colleagues in a casual setting.
◦ Instant messaging or quick chats between team members.
◦ Example of Informal Communication: Two colleagues chat by the coffee machine about
their weekend plans.
Verbal and Non-Verbal Communication:

Verbal Communication: This involves the use of spoken or written


words to convey messages. It includes:
◦ Face-to-face conversations.
◦ Phone calls and conference calls.
◦ Emails, text messages, and written memos.
◦ Formal presentations and speeches.

Example of Verbal Communication: A manager gives verbal instructions


to an employee during a one-on-one meeting.
◦Non-Verbal Communication: Non-verbal communication
relies on gestures, body language, facial expressions, and tone
of voice. It adds context and emotional cues to the message:

◦ A smile indicating friendliness.


◦ A nod showing agreement or understanding.
◦ An enthusiastic tone conveying excitement.

◦ Example of Non-Verbal Communication: During a job interview, a


candidate maintains eye contact and nods in agreement to show
engagement.
◦Online and Offline Communication:

◦Online Communication: With the rise of digital technology, a


significant portion of communication now happens online. This
includes:

◦ Email communication for sending messages and documents.


◦ Instant messaging and chat platforms for real-time conversations.
◦ Social media for connecting with a wide audience.
◦ Video conferencing for remote meetings.

◦ Example of Online Communication: A marketing team collaborates


on a project using a shared online document and communicates
through a team chat application.
Offline Communication: Traditional, in-person communication
that occurs in the physical world:

◦ Face-to-face meetings and conversations.


◦ Written letters and printed materials like brochures or posters.
◦ Printed reports and documents shared within an organization.

Example of Offline Communication: A family gathers around the


dinner table and has a face-to-face conversation about their
upcoming vacation plans.
Converting the informal sentences into
formal sentences.
◦Avoid Contractions- I'm (I am), can't (cannot), won't
(will not), haven’t etc.
◦Avoid Personal Pronouns- he (him), she (her), we (us),
they (them)etc.
◦Avoid Phrasal Verbs- give up (quit), put off (postpone,
break down (malfunction, checked out (vacate) etc.
◦ Informal: Can't attend the meeting.
◦ Formal: Unable to attend the meeting.

◦ Informal: Should give up on this project.


◦ Formal: Should discontinue this project.

◦ Informal: Checked out of the hotel early.


◦ Formal: Departed the hotel early.

◦ Informal: Won't be joining us for lunch.


◦ Formal: Will not be joining for lunch.

◦ Informal: Haven't finished the report yet.


◦ Formal: Have not completed the report yet.
◦ Informal: She can't make it to the appointment.
◦ Formal: She cannot make it to the appointment.
Convert from formal sentences to informal sentences

1. Kindly ensure all documents are submitted before the deadline.


2. I would appreciate it if you could provide further clarification on this matter.
3. Please refrain from making unnecessary noise during the meeting.
4. We regret to inform you that the event has been postponed.
5. I will be unable to attend the meeting due to a prior engagement.
Convert from informal sentences to formal sentences.
1. We need to sort this out ASAP.
2. Thanks a lot for your help.
3. Feel free to get in touch if you need more info.
4. The project should be done by the end of this month.
5. Thanks for helping out with this.

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