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Communicating in English Effectively in social contexs

Introduction

The Importance of speaking English for study and work purposes. English is the fourth most widely spoken language in the world and the primary language used in international affairs, global trade, commerce and tourism. It is a gateway to access to knowledge, information and education in science, technology, computer and entertainment. In Malaysia, English language is widely used in commercial, social settings, business transactions, internet communication, advertisements and entertainment industry. It has becomes the second language or even the first language in some homes, used in everyday conversation among family members and friends. English as a second language is a compulsory subject taught at all level in Malaysian School. Mastering English opens one to a whole new world of knowledge. For this matter, more students are equipping themselves with English language by attending English courses and programs in Malaysia. English language has become one of key hiring requirements not only by global multinational companies (MNCs) such as Intel, IBM, Western Digital, Dell, Microsoft but also a requirement by local companies such as MAS, AirAsia, Digi, Maxis, Siltera, SimeDarby, tourism agencies, local banks, local TV and radio stations. A number of studies demonstrated those who have an advanced knowledge of English are much more likely to advance their careers. A study conducted by JobStreet.com in 2009 among 1001 employers in Malaysia, shows 91% of employers said that English is the language of business communication and 92% felt that conversational English was the most importance. Basic principles of effective speaking and listening skills. Speaking and listening skills are essential components of communication. Listening and speaking are active processes, which means that they require thought and effort to be executed effectively. . There are verbal and nonverbal communication skills that can be used to acquire and demonstrate effective speaking and listening skills. Enunciation is the process of speaking clearly, putting emphasis on each word's consonants and pronouncing the whole word, rather than having it come out garbled or
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unintelligible.. By speaking more slowly and concentrating on saying the word clearly you can communicate in a way that helps the listener to understand what you are saying. Verbal communication skill are vital to relaying a message properly to your audience. The person can be the most charismatic speaker in the world, with a terrific memory and a good point, but if his/ her language does not adequately get that point across, his/her effort is worthless. Proper verbal-communication techniques include the sound and tone of your voice, your language and your authority. There are many things you can do to ensure that your verbal messages are understood time and time again. These include : Be prepared. Keep the message clear and concise Keep the message simple. Be vivid when delivering the message. Be natural or be yourself

Listening is an important part in communication. Listening is an active process. It involves hearing and comprehending information. To be an active listener you must ensure that you understand what is being said to the best of your ability. Demonstrating active listening to others shows them that you are interested in and understand what they are saying. Summarizing what
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was said or to rephrase content is one way to show interest. For example, you could say, "so, you feel like your manager does not listen to you." Asking for clarification demonstrates that you want to understand. An example of clarification is am not clear on what you are trying to say, did you mean that you felt frustrated or hurt ? Maintain eye contact is one way to demonstrate you are listening and interested in the conversation. Nod your head to affirm what they're saying and follow up what they say with questions or comments that are relevant to what they have just said. There are various forms of oral communication in English. Oral Communication in English is used in the following activities: One on One ( example: student to teacher, mother to daughter, doctor to patient) Seminar and Small Group (example: Team based study group), interviews, role plays Large Group (example: full class discussion) Public Communication Speeches, debates and presentations Oral Examination in learning institutions

What is Communication? Communication is the activity of conveying meaningful information. Communication requires a sender, a message, and an intended recipient, although the receiver need not be present or aware of the sender's intent to communicate at the time of communication; thus communication can occur across vast distances in time and space. Communication requires that the communicating parties share an area of communicative commonality. The communication process is complete once the receiver has understood the sender.

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This paper focuses on Communicating effectively in spoken English in selected social contexts where it will emphasizes on the following sub topics : How oral communication works. Interpersonal communication. Small group communication. Public communication or public speaking. Conclusion.

How Oral communication works

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Oral communication implies communication through mouth. The communication process which is carried out by means of spoken words is referred to as oral communication. It includes individuals conversing with each other, be it direct conversation or telephonic conversation. Oral communication is defined as the effective interpretation, composition, and presentation of information, ideas, and values to a specific audience. Speeches, presentations, discussions are all forms of oral communication. Oral communication is generally recommended when the communication matter is of temporary kind or where a direct interaction is required. Face to face communication (meetings, lectures, conferences, interviews, etc.) is significant so as to build a rapport and trust. In today's world, development of different media has led to the communication process to take place by different means such as telephones, teleconferences and video conferences Transactional Model assumes that people are connected through communication; they engage in transaction. Firstly, it recognizes that each of us is a sender-receiver, not merely a sender or a receiver. Secondly, it recognizes that communication affects all parties involved. So communication is fluid/simultaneous. This is how most conversation are like. The transactional model also contains ellipses that symbolize the communication environment (how you interpret the data that you are given). Where the ellipses meet is the most effect communication area because both communicators share the same meaning of the message.

For example talking/listening to friends. While your friend is talking you are constantly giving them feedback on what you think through your facial expression verbal feedback without necessarily stopping your friend from talking

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Communicators are simultaneously senders and recipient. Communication is a transaction between two or more people.

Communication is not only about message sending and receiving, it's also about power and influence -- the nature of the relationship is essential to understanding how communication works.

There are three implications in the transactional model: a. Transactional means that communication is an ongoing and continuously changing process .You are changing, the people with whom you are communicating are changing,and your environment is also continually changing as well. b In any transactional process,each elements exist in relation to all the other elements.There is this interdependence where there can be no source without a receiver and no message without a source. c. Each person in the communication process reacts depending on the factors such as their background,prior experiences,attitudes,cultural beliefs and selfesteem.

Transactional communication is more than sending messages back and forth. More than filling out the proper paperwork and sending it to the proper place at the proper time. Something much more important is happening when we communicate with one another we continually influence each other as we exchange information. We define our relationships in the process of communicating. A trainer is a vacant job without trainees.

Employers are important as a concept, only if there are employees. Project managers only exist if there are people and projects to manage.

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A transactional model of communication Source: Wood, J. T. (2009). Communication in our lives (4th ed.). Belmont, CA: ThomsonWadsworth. Figure above shows a transactional model of communication that takes into account noise or obstruction in communication as well as the time factor. The outer lines of the model indicate that communication happens within systems that both communicators share (e.g., a common college ,hometown, and culture) or personal systems (e.g., family, religion, friends, etc). It also takes into account changes that happen in the communicators fields of personal and common experiences. The model also labels each communicator as both sender as well as receiver simultaneously

Interpersonal Communication Interpersonal communication is usually defined by communication scholars in numerous ways, usually describing participants who are dependent upon one another and have a shared history. It can involve one on one conversation or individuals interacting with many people within a society. It helps us understand how and why people behave and communicate in different ways to construct and negotiate a social reality. While interpersonal communication can be defined as its own area of study, it also occurs within other contexts like groups and organizations. A primary concept of interpersonal communication looks at communicative acts when there are few individuals involved .

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Interpersonal communication includes messages sending and message reception between two or more individuals. This can include all aspects of communication such as listening, persuading, asserting, nonverbal communication and more. Interpersonal communication has a lot to do with non-verbal cues as well as what you say. People unconsciously detect a lot of meaning - and sometimes misinterpret it - from body language. The communication between fellow human beings can be incredibly complex which makes being an effective interpersonal communicator that much harder for the average person. Of course there are benefits to building effective interpersonal communication skills, and these benefits are typically a two-way street: what benefits you can probably benefit the person or people you're interacting with. By communicating with people around us we experience stronger personal growth and develop important social skills. We learn to understand the context of communication and the meanings connected to how things are said. Furthermore, interpersonal communication allows us to develop a personal identity and self-image. Developing these skills allows someone to be a more successful delegator and leader; transmitting clear instructions while commanding the respect and buy-in of followers. There are various styles of interpersonal communication, which are as follows: Controlling Style . The controlling style is actually a style of interpersonal communication wherein the sender leaves little or no room for the receiver to provide feedback or reply. People who are generally senior in workplace hierarchy use it to communicate with their subordinates and although this style might prove to be an efficient form of communication during crisis situations, it can intimidate the receiver or the audience and can actually create a communication gap. Egalitarian Style . The Egalitarian style of interpersonal communication is much more efficient than the controlling style since it facilitates healthy two-way communication wherein information is shared mutually. This style of communication encourages the participants to express their ideas and hence creates a co-operative and healthy atmosphere. Structuring Style . The structuring style of interpersonal communication is generally used to communicate specific goals and bring co-ordination to an organization.

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To avoid making this a one-way conversation it is always better to modify this style and keep it more open to responses from the audience. Dynamic Style . This is style of interpersonal communication is a high-energy approach which involves use of motivating words and phrases to encourage the person to get inspired and achieve a certain goal. However this style cannot function when the receiver does not have enough knowledge about the required action desired out of him/her Relinquishing Style . The relinquishing style of interpersonal communication is highly open for ideas to the extent that it can transfer the responsibility of the communication to the receiver. This style of communication works well when the sender and the receiver are equally interested in carrying the conversation ahead. Withdrawal Style . It is ironical to call this process a style of interpersonal communication since the withdrawal style is basically the failure or lack of communication. This is a style of interpersonal communication in which the person shows complete disinterest to participate in the communication process or carry it forward. Effective interpersonal communication helps us express ourselves and share our thoughts with the people around us. Here are the various channels of communication that can be used in interpersonal communication: 1. Oral Communication (Speaking face-to-face or on the phone) 2. Written Communication (Writing emails, letters, instant messaging and sms) 3. Visual Communication (Body Language or sign language) Many social problems can be traced to interpersonal communication difficulties, just as many proposed interventions to solve social ills also depend on effective interpersonal communication. Therefore the development of interpersonal communication skills never ceases, and during each and every conversation an individual is forced to analyze the verbal and nonverbal communication Active listening is a key skill that includes paying attention to information being relayed to you, asking lots of questions, and monitoring your physical communication such as eye contact and fidgeting. Show enthusiasm in your demeanour and speech. This type of empathetic listening demonstrates interest in another persons point of view and establishes a connection.
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Providing constructive criticism without being overly critical. Demonstrate patience with someone whom you may differ in opinion with. Interpersonal communication often involves receiving and providing feedback, as well as handling confrontation, and where necessary, conflict. In some cases you may be subjected to complaint about a third-party, which you must remain objective.

Skillfully find a balance between not being pushy but not being a pushover: a manageable level of assertiveness.

Small Group Communication Small group communication is the communication that is carried out within a small group. A small group is generally defined as a group that consists of at least three members and at the maximum around twelve to fifteen members. Small group communication has become increasingly important in the early 21st century as more businesses are using teams and workgroups within functional business areas. A small group may be a professional group, an educational group or a social group. The members belonging to it will have a common bond or interest or goal that brings them together. Types of Small Groups are : Social Groups. While all groups will have both social and task dimensions, some groups are predominantly social in their orientation. Examples of these groups would be families and social clubs. These groups provide for our safety and solidarity needs and they help us develop self-esteem. Work Groups or Task Oriented Group. Work groups function to complete a particular task. In a work group, the task dimension is emphasized either generating ideas, solving problems or promoting a cause. The group members pool their expertise to accomplish the task. Disjunctive Task: Members meet to determine the best alternative for a problem or issue. There are two types of disjunctive tasks:

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Judgment Task: Group members must choose one correct answer from all alternatives. Decision-Making Task: Group members must choose the best alternative from a set of options. There is no one correct answer for a decisionmaking group. Contrived or Emergent Groups. Some groups form spontaneously, such as a group of friends. Other groups are contrived, that is, they are formed for a specific purpose. Organized clubs, social groups, or committees are contrived groups Team cohesion requires effective communication. In order for the team to operate smoothly, there must be open and efficient communication between the members of the team. Effective and open communication lines create feelings of trust and of belonging to the team. Here are tips in fostering open and effective team communication: Ask to make sure everyone understands what the team goals are. Get input and feedback from all members. Each member to listen carefully and attentively to what the other person is saying. Don't interrupt until someone has finished talking. Give feedback on what they've said. Speak slowly and clearly. Make your points in a clear, logical manner. Include facts and details, and make sure they are all accurate. Be concise. Stick to the matter at hand. Make sure every member of the group gets the chance to speak. Be open minded. If you've come to the meeting with your mind already made up, there's little point in having a discussion

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If you are taking a certain stand, take full responsibility for it. Watch your body language. It is more effective than what you say. So if you are angry and look angry, that is going to convey itself to the other members in your small group.

If you don't understand any point, speak up and ask questions. Get it clarified before you all move on. When considering the pros and cons of any issue, consider the exact pros and cons, not opinion of the majority.

If you have an opinion, express it as such, with the reasons behind it, not as an iron-clad fact.

Truthfulness, accuracy, honesty, and reason are essential to the integrity of communication.

Strive to understand and respect other communicators before evaluating and responding to their messages Promote communication climates of caring and mutual understanding that respect the unique needs and characteristics of individual communicators Small group communication is organised with intended goal to do: i. Information Sharing. Small groups that get together to share information have members who are in the group to educate other members and to learn from other members. In some cases, these types of groups may be made up of students who are studying for exams. When small groups get together to share information, they may engage in different discussion patterns based on the topic of conversation. For example, a group that is studying history may frame its discussion chronologically, and discuss the points the members want to cover based on the date the historical events occurred. In other cases, information sharing may take place by topic, so that members of the group discuss one broad topic at a time and then move on to the next. II Problem Solving. When a small group engages in problem solving, it needs to reach a decision about a specific dilemma. In these sessions, members of the
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group define the problem, identify and evaluate possible solution and then select the best solutions for the problem. Some of the issues that this type of communication may address are the cause of the problem, the consequences that the problem may create and how long the problem has existed. iii Groupthink. Groupthink is a type of small group communication problem that occurs when members of the group feel pressured to agree with each other. When this type of communication occurs, members of the group are so concerned about being cohesive that they stifle creativity and may not be able to make the best decisions. Symptoms of groupthink include when group members are warned that dissent will not be allowed, when group members are afraid to share ideas and remain quiet, and when group members are afraid of the group's leader.

Small-group communication offers several advantages including diversity of perspectives and the chance for members to take defined roles . It promotes: Leadership. In small groups and teams, one or more individuals typically take a leadership role. Often two group leaders emerge: one person who leads the group socially and one who leads members on specific tasks. The group leader facilitates strong team communication by guiding discussion. This characteristic of group conversation allows a synergistic decision-making process in which team members achieve more through working together. Roles. Each member can take a distinct communicative role. Group-theory researchers define several group roles that characterize members' communication styles. For example, initiator-contributors create ideas; orienters change the direction of group discussions; and opinion-seekers ask for other members' feedback. These roles may not be explicit, but each group member performs a specific role that facilitates overall team communication.
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Commitment. A team communication style often results in better decision-making than individuals operating alone do. After brainstorming and suggesting ideas, group members work together to reach consensus. As more group members refine a decision through joint communication, the members feel more committed to that decision. Achieving a high level of commitment to a decision is an additional benefit of group communication over individual work.

Public Communication or Public Speaking Making Oral presentations. Communication Skills will make or break you. Making a good oral presentation is an art that involves attention to the needs of your audience, careful planning, and attention to delivery. People vary in their ability to speak confidently in public, but everyone gets nervous and everyone can learn how to improve their presentation skills by applying a few simple techniques as the followings: Use of Time and Rehearsal: The key to effective and efficient use of time is rehearsal! Use a stop watch and rehearse, revise, rehearse, revise, and rehearse until your presentation is within the target time limit. When you rehearse, do so in a manner similar to the actual presentation. Have an audience , stand up, speak in the same volume you will use, etc. When possible, use a video or audio recorder and then critique yourself.

The Introduction. An introduction is a must. It "sets the scene" and engages the audience by motivating them to listen by relating the topic to their interests. Voice quality. Your voice is your main channel of communication to the audience, so make sure you use it to its best effect.

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Volume.

Is your voice loud enough or too loud? Adjust your volume to the size

of the room and make sure the people at the back can hear. In a big room take deep breaths and try to project your voice rather than shout. Speed and fluency. Speak at a rate so your audience can understand your points. Do not speed up because you have too much material to fit into the time available. Try not to leave long pauses while you are looking at your notes or use fillers such as 'um' or 'er'. Use pauses to allow the audience to digest an important point. Repeat or rephrase difficult or important points to make sure the audience understands.

Clarity. Speak clearly. Face the audience and hold your head up. Your speech will be clearer if you look directly at the members of the audience while you speak. Keep your hands and notes away from your mouth and keep your eyes on the audience when you are talking about overhead transparencies. If you have to look at the whiteboard or the overhead projector, stop talking until you are ready to face the audience again. Pronunciation. You may not be able to improve your general pronunciation much before an important presentation. However, you can make sure you know how to pronounce names and difficult words. Do not use exagerrated intonation or pronunciation of individual words. Your natural speaking style will be good enough as long as you speak clearly. Engaging the audience. One of the secrets of a good presentation is to involve the audience. Maintain eye contact. Look your audience in the eyes. Spread your eye contact around the audience including those at the back and sides of the room. Ask for feedback. You can involve the audience by asking occasional questions. Try to ask genuine questions to which you do not already know the answer and show interest in any replies. Leave time for the audience to think and try to avoid
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answering your questions yourself or telling members of the audience that their answers are wrong. Questions to the audience work well when you manage to make those who answer them feel that they have contributed to your presentation. You can also pause occasionally to ask if anyone has any questions for you. If a question disrupts the flow of your talk too much, you can say that you will answer it later (but don't forget to do it!). Look confident. It is natural to feel nervous in front of an audience. Experienced speakers avoid looking nervous by breathing deeply, speaking slowly and avoiding unnecessary gestures or movements. Smiling and focusing attention on members of the audience who show interest can also help you feel more confident as your talk progresses. The Conclusion. The presentation should conclude with a well-planned ending. The following four points should be considered as you plan your ending. Summary: A clear summary of your purpose and main points will insure that the audience gets the big picture. It should answer the question, "So what?", telling the audience what was important about the information you conveyed. Use the same key words used in the body and make a fresh, brief, and concise restatement of your case.. Emotional Response: If your speech is designed to arouse an emotional reaction, plan to make a strong appeal in the conclusion. Recommendations: If your presentation includes a recommendation, particularly one requiring action on the part of the audience, state it clearly as part of your ending. Plan the precise words you will use in your recommendation. Let your audience know exactly what you want them to do. Exit line: Make a crisp statement and end your presentation on a positive note. Credibility and qualities of speaker can be a huge crowd puller in public speaking. Public speaking and oration are sometimes considered some of the most

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importantly valued skills that an individual can possess. Most great speakers have a natural ability to display the skills and effectiveness that can help to engage and move an audience for whatever purpose Key element of credibility are: Competency knowledge and expertise speaker thought to have the more knowledge one appears to have the more believable -e.g. doctor/lawyer has perceived competence through experience/study competence is subject specific we may assume if person competent in politics, person is competent in generalhalo effect however there is also a reverse halo effect-not competent in one field-not competent generally One can demonstrate competency to audience to be viewed as expert using these methods; Tell listeners of your competence by telling your experiences related to topic education/experience, etc. Cite a variety of research sources (credible sources) Stress the competencies of sources-what have they done? Demonstrate Confidence -be comfortable at ease-be familiar with visualswhat when, how Among the notable public speaker specifically famous for their oratory abilities are:

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Barrack Obama (US President)

Pope John Paul 11 (Catholic Leader)

Nelson Mandela (Former President of South Africa)

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Furthermore, when teaching English as a second language, even experienced teachers, who should know better, tend to talk louder when their students fail to understand them. This potentially dysfunctional response is most likely due to the fact that it would be more cognitively demanding to alter message structure and content than to change vocal amplitude and speech rate Improve your skill at interpersonal communication and you will reap the harvest in more successful work relationships.. Effective communication is a must at work.

Whatever reason you have for wanting to improve your speaking or listening skills, you can pick up some useful tips from interpersonal communication articles. Reading about the techniques and tips lets you digest the information when you're not under pressure to communicate. It can be a nerve-wracking thing if you're not confident in your ability to talk, sometimes even in everyday casual conversation, and it's such a shame as you should have a lot of fun with interpersonal communication; articles can teach you some of the basics.

The skills that you need for good interpersonal communication differ according to the situation in which you want to communicate.

Some people find it difficult to start or continue conversations even with friends; others will need to deliver seminars and get their points across on subjects an audience is unfamiliar with; others will need to organize and communicate within a large organization, to people both above and below them in the company hierarchy as well as fellow managers on their level. That is only a small selection of the different situations in which one might need interpersonal skills.

Conclusion In a nation, like Malaysia, which is aspiring to attain developed nation status by 2020, it is imperative that it has a generation of people who are able to communicate effectively in English to enable it to compete on the international platform. English is essential for

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employment opportunities and for higher education, and English is a necessity for Malaysians of various ethnics to rise up the socioeconomic ladder. The importance of the English language was also stressed by Tun Dr. Mahathir Mohamed, the former prime minister of Malaysia, when he expressed the concern that the teaching of the language must reach a desired level, especially in international communication (New Straits Times, December 3, 1994) If Malaysia wants to build and strengthen its own scientific and technological infrastructure, the people must master English in order to keep pace with development elsewhere (New Straits Times, May 22, 2001). Improving English speaking skills is one way to open many doors in people life. Communication is difficult in any language, but it is of particular difficulty in English. English is widely regarded as one of the most difficult languages in the world to master. Between euphemisms, multiple meanings for words and a massive variety of dialects, mastering English communication can be difficult. Those who do not speak fluent English, regardless of country of origin, their abilities to further education and to be competitive in the job market can be limited. Those who are motivated and can devote time necessary to improve their English, they will be rewarded with the ability to communicate more effectively in social, educational and professional settings. Few suggested common ways to improve communication skills in English are;-

Give it Structure. If there is presentation coming up, or a problem we would like to discuss in an interpersonal setting, effective communication can make all the difference. In English, where people can often end up confusing each other, the best way to present an argument is to give it structure. This accomplishes a couple of goals. First, it ensures the speaker, are covering all of the necessary issues. Second, it aids in presenting the information in an organized and easy-tounderstand fashion. Both of these components increase the effectiveness of the

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message we are sending, as it increases the chances of successful comprehension for the recipient. Practice Makes Perfect. As is the case with anything in life, practice makes perfect for English communication. The best way to improve English communication is to continually communicate in English. Whether this involves speaking English when it's more comfortable to speak in a different language or giving an impending presentation to a mirror to get more comfortable with the language we are using, practice can improve our inflection, intonation and pronunciation drastically. It also can help improve our confidence, which, in some cases, can go a long way towards making up for other imperfections. Taking a a Speech class is a good way to practice as it force us to speak in-front of people. Interacting with others. Immerse ourselves in the English language as much as possible by surrounding ourselves with people who speak it or are also learning. Speak in English in our daily social interactions. Expose ourselves to English Speaking environment and Activity. Keep listening and watching to English speaking programs and show in radio, TV and internet. Try to find topics that INTEREST you, read online newspapers (Times, Guardian, Independent...), listen to BBC/NBC and other radio stations online, if you find a discussion forum for e.g. your favourite hobby or your idols in music do participate there, etc. Start using instant messaging systems in case you find some new friends or start emailing them.

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References
http://www.roslihanip.com/business/survey-the-importance-of-the-english-language-in-the-workplace, visited on 16th June 2011 http://www.studymalaysia.com/education/art_english.php?id=english, visited on 16th June 2011 http://thinkexist.com/quotation/never_doubt_that_a_small_group_of_thoughtful/199313.html, visited on 16th June 2011 http://vimeo.com/9686089, visited on 17th June 2011 http://www.cct.umb.edu/smallgroup.html, visited on 17th June 2011 http://core.ecu.edu/dumlaor/SmallGroupRoles.pdf, visited on 17th June 2011 http://www.ultimatepublicspeaking.info/thevoice/enunciation.htm, visited on 19th June 2011

http://go.owu.edu/~dapeople/ggpresnt.html, visited on 23nd June 2011


http://lorien.ncl.ac.uk/ming/Dept/Tips/present/comms.htm, visited on 22nd June 2011 http://www.meetup.com/The-Kuala-Lumpur-Friends-Meetup/, visited on 23rd June 2011 http://www.meetup.com/Malaysia-Startup-Weekend/, visited on 23rd June 2011

http://www.meetup.com/The-KL-PJ-Business-Networking-Meetup-Group/, visited on 23rd June 2011

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