English &communication for colleges

(Part I )

Chapter I: Communicating in your life Chapter II: Communicating in a diverse workplace Chapter III: Writing with style Chapter IV: Writing memos and E-mail Chapter V: Writing letters to your clients and

customers Chapter VI: Writing Reports: a complex process

made easy.

Brief Contents

1.1communication: its importance and Roles in your life

1.2 communication: responsibilities of participants ,forms and Barriers

1.3 electronic communication

Chapter I communication in your life

Case study: Questions: 1. How important is communication in Anna’s job? 2.how did Anna use communication to reflect her attitude

towards her job? 3.Did Anna use audience analysis? If so , did she use it

effectively? 4. Did Anna’s recent job performance reflect an I or a you-

attitude? Explain your answer. 5. what opportunities did electronic communication offer

Anna? 6. what messages did Anna’s use of electronic

communication send to her supervisor?

1.1 communication: its importance and roles in your life

List the purpose communication Diagram the communication process and

identify its main parts. List the two media used for sending

messages and the two media used for receiving messages

Learning Objectives

Being a effective communicator is critical to you in your personal , academic ,and professional lives.

adults spend about two-thirds of each day communicating.

Managers spend more than 50 percent of their time attending meeting , making telephone calls , writing , and listening.

The importance of communication

To establish and build goodwill To persuade To obtain or share information To establish personal effectiveness To build self-esteem Page 3 in detail

The Purpose of Communication

Five components of communication: 1)the sender,2) the message, 3) the

receiver,4) the feedback, 5) the channel. Five steps in communication: sender

generate an idea—senders send message—receiver decode message—receiver send response –senders decode the response and take action.

The communication process

Two means of sending message: speak and written (accompanied by nonverbal symbols)

Two means of receiving message: read and listen.

These media are critical to you in your professional academic, and personal lives.

Details: page 6

Communication Media: the Importance to Your Success

Responsibilities of Participant The sender’s responsibilities: 1) analyze and

understand the receiver—called audience analysis, 2) analyze and understand the environment in which the message will be sent, 3) encourage and interpret feedback.

Audience analysis—procedure to examine your receiver or audience,( background, attitude, and emotional state), detail : see page 10

1.2 Communication : responsibilities of Participants, Forms, and Barriers

Message environment –the physical and social setting in which a message is sent.

Soliciting feedback: keep the communication process open by sincerely wanting feedback from receivers.

Continuous

Reading: focusing and ensuring understanding are the keys to effective reading.

Listening Two techniques for effective listening: 1)

clarify for understanding ,2) check for understanding.

Detail : page 14

The Receiver’s responsibilities: read and listen

External and internal communicationExternal communication: sent to receivers outside the

company. Internal communication; is sent to receivers within a

company.· formal and informal communicationFormal---established lines of authority and can be written

or oral, usually down , across, or up lines of authority.Informal—may be written or oral. Sharing interests over

lunch or during breaks and socializing after work. Often referred as grapwine.

Forms of communication:

Formal and informal communication Formal communication: established lines of

authority and can be written or oral. , usual travel down , across, or up lines of authority. See page 15

Forms of communication:

Written –letters, memorandums, and reports. Letter—external documents Memo—internal documents Reports—provide meaningful information to a

group of people. Agenda, minutes of meeting , speeches ,

brochures, business directions , legal documents , office manuals and announcements –written communication form in business.

Written , oral , and electronic communication

Oral communication—quick, immediate feedback

Electronic communication– messages may be composed , edited, and transmitted on computers—electronic mail or e-mail

continuous

External barriers: conditions outside the receiver and sender that detract from the communication process . The apperrance of a written document, closed or authoritarian climate.

Internal barriers: personalities, educational background, experience, culture, statues, and biases, motivation or interests of the receiver.

Barriers to communication

Creating a document: computers, electronic workstations , scanners, voice recognition equipment

Editing a document , see page 22 Sending a document electronically, see page

23 Storing a document: page , 24

1.3 Electronic communication