Basic Communication Skills - WRITING

BASIC COMMUNICATION SKILLS - WRITING

Presented byEdwin J. J. Momoh

Graduate Internship Programme

“I ain’t what I write, it’s the way I write it” Jack Kerouac

“And as imagination bodies forth,the form of things unknown, the poet’s pen turns them to shapes and gives to airy nothing, a local habitation and name”William Shakespeare – Midsummer Night Dream

COMMUNICATION - MEANING Communication is a dynamic

process… through this process we convey a

thought or feeling to someone else.

how it is received depends on a set of events, stimuli, that person is exposed to.

how you say what you say plays an important role in communication.

WHY COMMUNICATIONS SKILLS ARE SO IMPORTANT ? The purpose of communication is

to get your message across to others. This is a process that involves both the sender of the message and the receiver. The is always room for error, with messages often misinterpreted by one or more of the parties involved. This causes unnecessary confusion and counter productivity.

WHY COMMUNICATIONS SKILLS ARE SO IMPORTANT ? In fact, a message is successful

only when both the sender and the receiver perceive it in the same way.

WHY COMMUNICATIONS SKILLS ARE SO IMPORTANT ?

Communication barriers can pop-up at every stage of the communication process (which consists of sender, message, channel, receiver, feedback and context ) and have the potential to create misunderstanding and confusion.

CYCLE OF COMMUNICATION

SenderInput Letter, Fax, Phone

call, E-mail, etc.ReceiverOutput

Feedback

What are the most common ways we communicate?

Oral

PresentationAudience Awareness

Critical ListeningBody Language

Non-Verbal

Audience AwarenessPersonal Presentation

Body Language

Written

Academic WritingRevision and Editing

Critical ReadingPresentation of Data

MEDIA OF COMMUNICATION

Written CommunicationOral CommunicationFace-to-face CommunicationVisual CommunicationAudio-Visual CommunicationComputer based CommunicationSilence

WRITTEN COMMUNICATION

Includes letters, circulars, memos, reports, forms and manuals, etc. Everything that has to be written and transmitted in the written form falls in the area of written communication.

WRITTEN COMMUNICATIONMerits Precise Permanent record Legal document Can reach large no. of people

simultaneously. Helps to fix responsibility

WRITTEN COMMUNICATIONDemerits Time consuming Expensive Quick clarification not

possible

Includes face-to-face conversation, Conversation over phone, radio, interviews, group discussion, meetings, conferences, seminars, etc.

ORAL COMMUNICATION

ORAL COMMUNICATIONMerits Saves time Saves money More forceful Conveys shades of meaning Immediate clarification Immediate feedback Can be informal More effective with groups

ORAL COMMUNICATION Demerits Not possible for distant people in

the absence of mechanical devices Unsuitable for lengthy messages Messages cannot be retained for

long No legal validity Greater chances of

misunderstanding

TOTAL COMMUNICATION PROCESS

Reading16%

Writing9% Speaking

30%

Listening45%

Types of CommunicationDownward Communication : Highly Directive, from Senior to subordinates, to assign duties, give instructions, to inform, to offer feed back, approval, to

highlight problems etc.

Upward Communications : It is non directive in nature from down below, to give feedback, to inform about progress/problems, seeking approvals.Lateral or Horizontal Communication : Among colleagues, peers at same level for information

level for information sharing for coordination, to save time.

COMMUNICATION STYLESPassive Hesitates, apologizes, gives in or

says nothing.

Makes little eye contact, frowns. Speaks in a shy or timid voice, or

mumbles.

COMMUNICATION STYLESAggressive Interrupts, exaggerates, blames,

makes demands; uses sarcasm.

Makes glaring eye contact.

Yells, swears, calls names, clenches fist.

Ignores feelings of others.

COMMUNICATION STYLESPassive-Aggressive Initially apologizes, then makes

plan to get even. Avoids eye contact. Expresses anger through body

language or actions (e.g. facial expression or slamming a door) instead of through words.

Ignores the problem for the present but there may be an argument later.

COMMUNICATION STYLESAssertive Speaks clearly and firmly using

statements.

Shows respect for self and for others.

Makes steady eye contact.

Uses an upright confident body posture and a pleasant, firm voice.

TO BE ASSERTIVE MEANS...You express your feelings and your rights clearly.

You act in your own best interests but still consider the needs and rights of others.

You develop trust and equality in your relationships. You ask for help when you need it.

BARRIERS IN COMMUNICATION(Having to do with the COMMUNICATOR) Not willing to say things differently Not willing to relate to others

differently Not willing to learn new approaches Lack of Self-Confidence Lack of Enthusiasm The Quality of Voice Prejudice

BARRIERS IN COMMUNICATION(Having to do with the COMMUNICATOR) Lack of Feedback

Lack of Motivation and Training

Language and Vocabulary Level

Lack of Self Awareness

Negative Self Image

BARRIERS IN COMMUNICATION(Having to do with the RECEIVER) Selective Perception Not willing to Change Lack of Interest in the Topic/Subject Prejudice & Belief System Rebuttal Instincts Personal Value System Internal & external factors

EXTERNAL BARRIERS IN COMMUNICATION Environment

The venueThe effect of noiseTemperature in the room

Other People – Status, Education Time

TYPES OF BODY LANGUAGEREMEMBER THAT YOU ARE DEALING WITH “PEOPLE” (P)OSTURES & GESTURES

How do you use hand gestures? Stance? (E)YE CONTACT

How’s your “Lighthouse”? (O)RIENTATION

How do you position yourself? (P)RESENTATION

How do you deliver your message? (L)OOKS

Are your looks, appearance, dress important? (E)XPRESSIONS OF EMOTION

Are you using facial expressions to express emotion?

ESSENTIALS OF COMMUNICATION- The Dos -

Always think ahead about what you are going to say.Use simple words and phrases that are understood by every body.Increase your knowledge on all subjects you are required to speak.Speak clearly and audibly.Check twice with the listener whether you have been understood accurately or not


In case you are interrupted, always do a little recap of what has been already said.Always pay undivided attention to the speaker while listening.While listening, always make notes of important points.


Always ask for clarification if you have failed to grasp other’s point of view.Repeat what the speaker has said to check whether you have understood accurately.

ESSENTIALS OF COMMUNICATION- The Don’ts -

Do not instantly react and mutter something in anger.

Do not use technical terms & terminologies not understood by majority of people.

Do not speak too fast or too slow.


Do not speak in inaudible surroundings, as you won’t be heard.

Do not assume that every body understands you.

While listening do not glance here and there as it might distract the speaker.


Do not interrupt the speaker.

Do not jump to the conclusion that you have understood every thing.

How to Improve Existing Level ofCOMMUNICATION?

Improve language.Improve pronunciation.Work on voice modulation.Work on body language.Read moreListen more


Avoid reading or watching or listening unwanted literature, gossip, media presentation etc.Interact with qualitative people.Improve on you topic of discussion,Practice meditation & good thoughts.Think and speak.


Do not speak too fast.

Use simple vocabulary.

Do not speak only to impress someone.

Look presentable and confident.

WRITING – WHY SO DIFFICULT?

Processing ideas in your head at same time as trying to get down on paperReveals problems that can then disrupt writing

WRITING – WHY SO DIFFICULT?

There is no one best way to write!Individuals adopt very different approaches depending on psychological preferences e.g.‘Skeleton’ structure, than ‘hang’ key words/authors on it

Ideas map (‘spider’s web’)Free-form/stream of consciousness, then edit

WRITING SKILLS - How to improve themWhen you write, consider the following:

Who is the audience? What format is required – essay or

report or reflection on experience? Academic styles of writing – writing in

a logical and `objective’ way Vs. writing from personal experience

Academic conventions – referencing and plagiarism

STEPS IN WRITING Preparation and planning

Drafting

Re-drafting and polishing

Editing and proofreading

Reflecting on feedback

What Makes A Good Essay?

Good structure: clear introduction, well crafted middle, clear and appropriate conclusion

Clear argument: progression through ideas with clear signposting

Well supported by relevant evidence

What Makes A Good Essay?

Well written: grammatical; correct spelling and punctuation; good sentence structure, paragraphing and use of linking words and phrases

Fully referenced using Harvard or appropriate system

DOS & DONTS

DOS Prepare well in advance

Write a first draft, leave and come back to it later

Keep your focus on the question

Edit carefully for sense, spelling, grammar and punctuation

DOS & DONTS

DONTS Write all you know about a topic

Leave till the last minute

“Writing is easy. You only need to stare at a blank piece of paper until drops of blood form on your forehead”

Glen Fowler

THANK

YOU

http://finance.groups.yahoo.com/group/LeadersWorkshop

Ben Martin , Techniques for Improving Reading and Writing Skills. SPRU The Freeman Centre

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Basic Communication Skills - WRITING