Communication

OUCPD003114

ADVANCE COURSE IN EFFECTIVE OFFICE

MANAGEMENT AND SUPERVISION
Question No 1

Find and correct the mistake in each sentence.

1. The amount of people in the stadium was really quite surprising.

Answer: The number of people in the stadium was really quite

surprising.

2. There is a number of factors which we must consider in detail.

Answer: There are many factors which we must consider in detail.

3. Make sure you clean all the apparatuses before you leave the

laboratory.

Answer: Ensure you clean all the apparatuses before you leave the

laboratory.

4. There are a few points I should like to rise at the next meeting of the

committee.

Answer: There are some points I should like to raise at the next

meeting of the committee.

5. I left my belonging in the taxi.

Answer: I left my belongings in the taxi.

6. My father complained that the standard of English is lowering.

Answer: My father complained that the level of English is

decreasing.

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7. Yesterday there was a chain collision involving five vehicles. It caused a

lot of damages but no injuries.

Answer: Yesterday there was an accident involving five vehicles, it

caused damages without injuries.

8. They won’t win the game even they have two international players on

their side.

Answer: Despite having two international players, they will not win

the game.

9. We are very thankful to you for the wedding present.

Answer: We are thankful to you for the wedding gift.

10. Some people say that there has been a negligence of attention to

grammar in the teaching of English.

Answer: Some people say that attention to grammar has been

neglected while teaching English.

QUESTION 2

To connect and communicate successfully we need to eliminate some of our

body language mistakes. The bottom line is that we have to pay attention to

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what our body is doing. We need to maintain appropriate eye contact, stay
engaged, connected, on task and use our best nonverbal skills!

We should in no way do the following. Say what each could indicate to other
people by completing the sentences.

1. Looking down: This usually indicates …being ashamed or guilty……

2. Closed body posture: When you put your hands on your hips, it can be
interpreted as a sign of ……aggressiveness……

3. Standing too close: This makes most people feel …uncomfortable……

4. Sitting on the edge of your chair: This is an indication that you are
……ready or eager……

5. Checking your watch or looking away: This displays a sense of

……bad manners……

6. Uneven eye contact: It can become a … weakness…….

7. Faking a smile: It simply won’t …work.. as it’s easy to distinguish between

a genuine and a fake smile!

8. Foot or finger tapping: This usually indicates …growing tired or

impatient……

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9. Fidgeting with small objects such as a pen, paper ball, or paperclips. This is
a sign of ……nervousness……

10. Multitasking: When you text, type, take a phone call, or do some other
task while you are communicating, it shows ……no commitment……

QUESTION 3
(i) If communication is the exchange of information between two or more
people, then questions are a way to elicit the specific information that you are
looking for. However, some people don’t or can’t ask questions. Give three
factors that can keep people from asking questions and suggest how each of
these can be overcome.

One of the biggest ways people are handicapping themselves today is by being
too afraid or shy to ask questions or speaking up in during meeting or when
asked a question:

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 (a) Fear of the reactions of others - People fears the reaction of others if
they say something during a meeting which may make them sound
foolish thus they remain silent. The solution would be that the
chairperson invites everyone to share their ideas and opinions during
the meeting;
(b) Lack of confidence and self esteem - Many people despite occupying
high post often lack confidence in themselves thus this may cause a
hindrance in their ability to hold discussion during a meeting. These
people should be given training on personal development and
effective communication;
(c) Authoritative Boss/Chairperson

(ii) In formal meetings, what should we avoid using that could impact
negatively on our credibility?

We should avoid the use of jargon, over complicated, unfamiliar and/or

technical terms which are understood only by the user.

Showing a negative body language signals to the other person will break down
communication process.

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