(ASSIGNMENT TEMPLATE ENGLISH VERSION)

(COVER PAGE)

BACHELOR OF NURSING SCIENCE WITH HONOURS

SEPTEMBER / 2012

OUMH 1303 ENGLISH FOR ORAL COMMUNICATION

MATRICULATION NO IDENTITY CARD NO. TELEPHONE NO. E-MAIL LEARNING CENTRE

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790822086288002 790822086288 0163407061 ernaliza1979@yahoo.com PJ LEARNING CENTER

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1.0 1.1

Introduction The importance of effective communication

Ladies and gentlemen, Who is this speech for? This speech is for the managers who have been given the power to handle human resources, finance, materials and knowledge resources in an organization. They involve in decision making and communicate with the workers in an organization or top management by giving a presentation or in meeting. To success in communication, manager needs to learn the effective of communication. In communicating, the manager will send or receives information. The communication process is concerned with message passing whether it arrives to the destination or breakdown at the middle of communication. How can workers support a managers communication? What do you think about communication? They are many things pertaining to communication such as interpersonal communication skill, verbal communication, nonverbal communication. Verbal communication refers to face-to-face, through telephone or radio whereas the non- verbal is body language, gestures, or the way we act. For example, in organization communication took place at the meeting, at the group discussion, presentation, interview section and also dealing with customer over the phone. Besides that, write a letter, memo, send e-mail or advertisement also included as communication called written communication. According to Lunnenburg (2010), the elements of the communication process are the sender, encoding the message, transmitting the message through a medium, receiving the message, decoding the message, feedback, and noise. In todays workplace, your communication skill is important, because your language can make or break your career. Ladies and gentlemen, what is the importance of effective communication? Effective Communication is significant for managers in the organizations so as to perform the basic functions of management, i.e., Planning, Organizing, Leading and Controlling. Communication helps managers to perform their jobs and responsibilities. Communication serves as a foundation for planning. All the essential information must be communicated to the managers who in-turn must communicate the plans so as to implement them. Organizing also requires effective communication with others about their job task. Similarly leaders as managers must communicate effectively with their subordinates so as to achieve the team goals. Controlling is not possible without written and oral communication.

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Managers devote a great part of their time in communication. They generally devote approximately 6 hours per day in communicating. They spend great time on face to face or telephonic communication with their superiors, subordinates, colleagues, customers or suppliers. Managers also use Written Communication in form of letters, reports or memos wherever oral communication is not feasible. 1.2 Define communication barriers.

Communication is a process beginning with a sender who encodes the message and passes it through some channel to the receiver who decodes the message. Communication is fruitful if and only if the messages sent by the sender is interpreted with same meaning by the receiver. If any kind of disturbance blocks any step of communication, the message will be destroyed. Due to such disturbances, managers in an organization face severe problems. Thus the managers must locate such barriers and take steps to get rid of them. There are several barriers that affects the flow of communication in an organization. These barriers interrupt the flow of communication from the sender to the receiver, thus making communication ineffective. It is essential for managers to overcome these barriers. 2.0 2.1 Five barriers that affect the flow of communication in an organization. Perceptual Differences

Perception is generally how each individual interprets the world around him. All generally want to receive messages which are significant to them. But any message which is against their values is not accepted. A same event may be taken differently by different individuals. For example : A person is on leave for a month due to personal reasons (family member being critical). The HR Manager might be in confusion whether to retain that employee or not, the immediate manager might think of replacement because his teams productivity is being hampered, the family members might take him as an emotional support.

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2.2

Language Differences

Language that describes what we want to say in our terms may present barriers to others who are not familiar with our expressions, buzz-words and jargon. When we couch our communication in such language, it is a way of excluding others. In a global market place the greatest compliment we can pay another person is to talk in their language. The main barrier to effective communication is language. If the two parties involved in the communication don't understand each others language perfectly then some degree of misunderstanding will take place.The linguistic differences also lead to communication breakdown. Same word may mean different to different individuals. For example: consider a word value. a. b. c. What is the value of this Laptop? I value our relation? What is the value of learning technical skills?

Value means different in different sentences. Communication breakdown occurs if there is wrong perception by the receiver. 2.3 Information Overload

Managers are surrounded with a pool of information. It is essential to control this information flow else the information is likely to be misinterpreted or forgotten or overlooked. As a result communication is less effective. Information Overload. Too much information is as bad as too little because it reduces the audiences ability to concentrate effectively on the most important messages. People facing information overload sometimes try to cope by ignoring some of the messages, by delaying responses to messages they deem unimportant, by answering only parts of some messages, by responding inaccurately to certain messages, by taking less time with each message, or by reacting only superficially to all messages. 2.4 Distraction/Noise

Communication noise refers to influences on effective communication that influence the interpretation of conversations. While often looked over, communication noise can have a profound impact both on our perception of interactions with others and our analysis of our own communication proficiency.

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Forms of communication noise include psychological noise, physical noise, physiological and semantic noise. All these forms of noise subtly, yet greatly influence our communication with others and are vitally important to anyones skills as a competent communicator. Psychological noise results from preconceived notions we bring to conversations, such as racial stereotypes, reputations, biases, and assumptions. When we come into a conversation with ideas about what the other person is going to say and why, we can easily become blinded to their original message. Most of the time psychological noise is impossible to free ourselves from, and we must simply strive to recognize that it exists and take those distractions into account when we converse with others. Physical noise is any external or environmental stimulus that distracts us from receiving the intended message sent by a communicator (Rothwell 11). Examples of physical noise include: others talking in the background, background music, a startling noise and acknowledging someone outside of the conversation. e.g., construction, other people. Also, there may be figurative noise from the external environment, such as distracting or inappropriate decor in a room, or environmental conditions such as the room being too hot or cold. Semantic noise caused by the sender. i.e., the encoder. This type of noise occurs when grammar or technical language is used that the receiver (the decoder) cannot understand, or cannot understand clearly. 2.5 Emotions

Emotional state at a particular point of time also affects communication. If the receiver feels that communicator is angry he interprets that the information being sent is very bad. While he takes it differently if the communicator is happy and jovial (in that case the message is interpreted to be good and interesting). 3.0 Ways of overcoming these barriers.

Ladies and gentlemen,there are a lot of communication barriers faced these days by all. The message intended by the sender is not understood by the receiver in the same terms and sense and thus communication breakdown occurs. It is essential to deal and cope up with these communication barriers so as to ensure smooth and effective communication. As, in the previous section we have discussed the major barriers of communication. Ladies and gentleman lets talk about how to overcome these barriers of communication.

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3.1

Eliminating differences in perception

Perceptual barriers can be overcome if we reduce our expectations and communicate with an open mind. And the best solution for this would be Expect the worst from others strategy. When you think your boss is going to scold you for any of your mistakes and prepare answers for that, you will be surprised. On the other hand, if you think that you will be appreciated for something but if you are fired, you will surely be put on your nerves and so you will show an outburst. And never judge a person in your first or second communication as you will stick on to that perception and even if he or she is too good, you will not accept as you will never want your perception to go false! Perception is a trap and if you fall into it, it will take immense time and effort to get out of it. Dont listen to others thought about a person as it will go deep into your heart and even before your first communication, you will have a hesitation to speak with him or her. If the first few communications were not smoother, dont think too much about that as your perception can be changed after few days too. Give time to time to change! Perception depends on the reception of the person who faces the situation. If the person is open and bubbly, he or she wont feel that much a discomfort with anyone, on the other hand if he or she is going to be sensitive then things are the other way around. Lets try to make our personality such that others will not feel wrong about us and get a negative perception! The rest will happen to us as sign of reciprocation! 3.2 Use of Simple Language

Use of simple and clear words should be emphasized. Use of ambiguous words and jargons should be avoided.I repeat ,only use simple and clear words and avoid jargon words.The message should be express in simple,brief and clear language.Beside that,the symbol and image can be use to make receiver more understand. 3.3 Avoid Information Overload

The managers should know how to prioritize their work. They should not overload themselves with the work. They should spend quality time with their subordinates and should listen to their problems and feedbacks actively. To overcome information overload, realize that some information is not necessary, and make necessary information easily available. Give information meaning rather than just passing it on, and set priorities for dealing with the information flow. Some information isn't necessary.

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Experiencing information overload. Too much stimulation or information can make it very difficult to listen with full attention. Try to focus on the relevant information, and the central points that are being conveyed. 3.4 Reduction and elimination of noise levels:

Noise is the main communication barrier which must be overcome on priority basis. It is essential to identify the source of noise and then eliminate that source. Try to decrease the source by shut down the machine, decrease the volume or move to a more conducive environment. To overcome physical distractions, try to prepare well written documents which are clear, concise, and comprehensive. When preparing oral presentations try to find a setting which permits audience to see and hear the speaker clearly.

3.5

Emotional State:

During communication one should make effective use of body language. He/she should not show their emotions while communication as the receiver might misinterpret the message being delivered. For example, if the conveyer of the message is in a bad mood then the receiver might think that the information being delivered is not good. Emotional barriers can be tough to overcome, but are important to put aside to engage in conversations. We are often taught to fear the words coming out of our own mouths, as in the phrase anything you say can and will be used against you. Overcoming this fear is difficult, but necessary. The trick is to have full confidence in what you are saying and your qualifications in saying it. People often pick up on insecurity. By believing in yourself and what you have to say, you will be able to communicate clearly without becoming overly involved in your emotions. Ladies and gentleman, As we can see, they are many barriers to the effective communication. If we do not aware of it, the communication will fail. In communication, these three elements are important, sender, communication channel and receiver. If we do not aware one of these elements or one of them is missing, we not able to send and receive message clearly. The sender must undertake responsible and alert all the physical barriers as long as the psychological of both party. The

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communication channel must be plan appropriately and lastly the receiver must listen actively. For example, the manager who gives presentation, needs to aware of the distance, location, audience and facilities provided. The microphone must be working, audience must be provided with notes and room must free for noise. Other than that, clarity of presentation must be informed at the beginning of presentation to avoid misinterpretation. So, as a conclusion to get the communication successfully, person must be ready with knowledge, mental and physical. All the factors mentioned above must be remember and note.

Ames (1980). Communication Process and Leadership. Cooperative Extension Service, E Lowa State University Christa (2010). The Influence of Communication on Perceived Barriers to Environmental Action. Aalto University School of Economic Fred C. Lunenburg (2010). Communication: The Process, Barriers, And Improving Effectiveness , Retrieved from www.nationalforum.com Skitmore, Martin and Tone, K and Tran, D (2004). The Impact of Culture on project Communications; Two Case Studies from South East Asia. Retrieved from http:// eprints.qut.au/archive/00004507 for http://www.managementstudyguide.com/overcoming-communication-barriers.htm http://en.wikipedia.org/wiki/Communication_noise http://www.csedev.com/the-seven-barriers-of-communication/

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ATTACHMENT

REFERENCES Authors name (year). Book, Title, Publication

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