MEANING AND ROLE OF COMMUNICATION

DEFINITION COMMUNICATION
ROLE OF COMMUNICATION IN AN ORGANIZATION
INTERPERSONAL RELATIONS
THE PROCESS OF COMMUNICATUION
COMMUNICATION PROCESS
BARRIERS TO EFFECTIVE COMMUNICATION
OVERCOMING BARRIERS TO EFFECTIVE COMMUNICATION
PRINCIPLES OF EFFECTIVE COMMUNICATION
PRINCIPLES OF EFFECTIVE COMMUNICATION
DEFINITION OF A SENTENCE
SENTENCE STRUCTURE (SYNTAX)
SENTENCE MEANING (SEMANTICS)
SUMMARY WRITING
DEFINITION OF SUMMARY
SUMMARIZATION OF PASSAGES, SPEECHES, REPORTS AND
CORRESPONDENCES
FORMS OF BUSINESS CORRESPONDENCE
TYPES OF BUSINESS CORRESPONDENCE
DESCRIPTION OF BUSINESS CORRESPONDENCE
CURRICULUM VITAE WRITING
MEETINGS
DEFINITION OF MEETINGS
DIFFERENT TYPES OF MEETING
PURPOSE OF MEETINGS
TERMINOLOGIES USED IN MEETINGS
PREPARATION OF MEETINGS
ADVANTAGES AND DISADVANTAGES OF MEETINGS
INTERVIEWS
DEFINITION OF INTERVIEW
TYPES OF INTERVIEWS
PURPOSE OF INTERVIEWS
PREPARATION OF INTERVIEW
ROLE OF THE INTERVIEWER AND INTERVIEWEE
CONDUCTING OF INTERVIEWS
CHALLENGES OF AN INTERVIEW
REPORTS
DEFINITION OF REPORTS
TYPES OF REPORTS
PURPOSE OF REPORTS
STRUCTURE AND CONTENT OF REPORTS
PREPARATION OF REPORT
PRESENTATION OF REPORTS
STYLE USED IN REPORT WRITING
ORAL/VERBAL COMMUNICATION
DEFINITION OF ORAL/VERBAL COMMUNICATION
TYPES OF ORAL COMMUNICATION
IMPORTANCE OF ORAL COMMUNICATION
BARRIERS TO EFFECTIVE ORAL COMMUNICATION
OVERCOMING BARRIERS TO ORAL COMMUNICATION
NON-VERBAL COMMUNICATION
DEFINITION OF NON-VERBAL COMMUNICATION
TYPES OF NON-VERBAL COMMUNICATION
IMPORTANCE OF NON-VERBAL COMMUNICATION
BARRIERS TO EFFECTIVE NON-VERBAL COMMUNICATION
OVERCOMING BARRIERS TO EFFECTIVE COMMUNICATION
AUDIO, VISUAL AND AUDIO-VISUAL COMMUNICATION
DEFINITION OF TERMS
TYPES OF AUDIOCOMMUNICATIONAIDS
IMPORTANCE OF AUDIO COMMUNICATION
BARRIERS TO EFFECTIVE AUDIO COMMUNICATION
OVERCOMING BARRIERS TO EFFECTIVE AUDIO COMMUNICATION
TYPES OF VISUAL COMMUNICATION AIDS
IMPORTANCE OF VISUAL COMMUNICATION
BARRIERS TO EFFECTIVE VISUAL COMMUNICATION
OVERCOMING BARRIERS TO EFFECTIVE VISUAL COMMUNICATION
TYPES OF AUDIO-VISUAL COMMUNICATION AIDS
IMPORTANCE OF AUDIO-VISUAL COMMUNICATION
BARRIERS TO EFFFECTIVE AUDIO VISUAL COMMUNICATION
OVERCOMING BARRIERS TO EFFECTIVE AUDIO-VISUAL COMMUNICATION
TECHNOLOGY IN COMMUNICATION
DEFINITION OF TECHNOLOGY
TECHNOLOGICAL DEVLOPMENT IN COMMUNICATION
ROLE OF TECHNOLOGY IN COMMUNICATION
IMPACT OF TECHNOLOGY IN COMMUNICATION
EMERGING TRENDS IN COMMUNICATION
IDENTIFICATION OF EMERGING TRENDS IN COMMUNICATION

Communication is the process of sending and receiving messages and it occurs whenever we
express ourselves in a manner that is clearly understood.
Role of communication in an organization
1. Transmission of messages between different departments/managers and workers.
2. Co-ordination of activities within the organization i.e. issuing instructions to various
departments/employees/subordinates.
3. Planning; proper communication network enhances effective planning for different
activities.
4. It enhances public relations; through effective communication the organizations’ image
can be improved.
5. Provision of important information i.e. external and internal information vital to the
organization.
6. Enhances control and management; effective communication acts as a tool for controlling
interpersonal relations i.e. the relationships between/among the managers and workers in
an organization.
Interpersonal relations
Interpersonal relations refer to the relationship between individuals in an organization that is
derived from interpersonal communication; it is the communication between two or more
people.
THE PROCESS OF COMMUNICATION
Communication process involves the sender, the receiver, the message and feedback.
The sender is the one who transmits the message; message is the information transmitted.
The sender at the stage encodes the message i.e. in turns the ideas and feelings into verbal
and non-verbal symbols.
The receiver is the person who receives/intercepts message and decodes it i.e. finds the
meaning of verbal and non-verbal symbols.
Feedback includes the reactions that the receiver gives to the message offered by the sender.

Sender

Receiver

Feedback

N/B: Messages are carried by verbal and non verbal symbols. Verbal symbols are words;
non-verbal symbols include gestures, facial expressions and sounds such as laughter,
clapping, whistling.
All messages are transmitted through channels, the means for sending communication.
Effective communication
Effective communication occurs when message is conveyed to the intended recipient in its
right form, at the intended time and place. Effective communication occurs when there is
feedback; a return message.
Barriers to effective communication
Barriers are obstacles to communication and cause break downs.
The main barriers to communication as discussed below:
Barriers due to organization structure:
 Several layers of management
 Long ties of communication
 Lack of instructions for passing information to the sub ordinates.
 Too much authority.
1. Language barrier
2. Heightened emotions
3. Resistance to change
Steps to overcome barriers to communication
1. Clarify of information: clear cut information should be given and follow up measures
taken to ensure that the message is thoroughly understood.
2. Efficient channels: communication channels should be well maintained to avoid break
down in communication.
3. Effective listening: the receiver must listen to the sender’s words attentively and the
sender also listens to the receiver for effective feed back.
4. Feedback: communication should be two way traffic; there must exist a favorable
feedback for each of the parties.
5. Creation of proper atmosphere: the atmosphere should be peaceful and void of noise or
any kind of interference for effective communication to occur.
6. Prompt information: information needs to be received/passed to recipient at the required
time without delay.

PRINCIPLES OF EFFECTIVE COMMUNICATION

In order to achieve effective communication in the organization, the following principles or
guidelines must be followed:
1. Principle of clarity: the beginning of all communications is message; it must be clear all
times, no ambiguity. The message can be conveyed properly only if it is clearly formulated.
2. The principle of consistency: the message to be communicated should be consistent with
the plans, policies, programs and goals of the organization.
3. Principle of competences: the message to be communicated must be adequate and
complete; otherwise it will be misunderstood by the receiver. Inadequate communication
delays action spoils good relations and affects the efficiency of the parties involved.
4. Principle of conciseness: the message conveyed must be brief and to the point avoiding
unnecessary details.
5. Coherence: the message communicated should be coherent i.e. the various parts
connecting a sentence should be well formulated.
6. Concreteness: should be real and to the point not an imagination.
7. Principle of time: information should be communicated at the right time; the transmission
must reach the recipient at the desired time/occasion.
8. Principle of objective: the sender must define clearly the purpose of the communication
before transmitting the message.
Sentence
Refers to a group of words used to tell, ask, command or explain something usually having a
subject and a predicate.
A sentence begins with a capital letter and ends with a punctuation mark (full stop, question
mark, exclamation mark e.t.c.)
Syntax (sentence structure)
Refers to the way words are put together and related too one another in sentences. It
includes:-
 Clear wording
 Arrangement of ideas
 Paragraphing
Paragraphing
A paragraph is a group of phrases of several sentences that relates to a particular idea/subject.
In writing paragraphs are constructed in a logical manner. Each paragraph is indented or
begun from the margin and usually depends with the writer where to place the first wording.
Semantics (sentence meaning)
Refers to a branch of logistics that study the meanings of words and ways in which the
meanings change and develop.
Clauses
Is a group of words that include a subject and verb, that forms any part of a sentence e.g. in
the sentence.

SUMMARY WRITING/PRECISE WRITING

Summary – a brief report of an event keying the major/main points.
Summary of:-
 Passages (whole passages)
 Speeches
 Reports
When writing a summary
Introduction: the first sentence/section gives the overall feature of the writing (passage) i.e.
explains the topic of such a passage/speech e.t.c.
Main body: outlines the main issues/points out of the motive of writing the passage/speech.
The points must flow in a logical manner with the first part leading to the
second………….i.e. the fluency must be observed.
Conclusion: the last statement/sentence should conclude the story/passage i.e. brings an end.
NOTE: Avoid omissions i.e. ensure all the key/main points are included in the summary.
Use the correct wording/tenses.
Assignment:
Assume you are a student representative at your institute’s Environmental day, occasion
presided over by the Minister for Environment; prepare a three page speech that you will
deliver. NOTE: speech must be written in present tense.

FORMS OF BUSINESS CORRESPONDENCE

Types of Business Correspondence
 Business letters
 Memorandum
 Press advertisements
 Questionnaires
 Posters
 Telegram/telex
 Forms
 Electronic mail
Description of a Business Correspondence

Resume
What employer wants to see in your CV
1. Evidence of some kind of involvement in leadership.
2. Evidence of taking on some specific responsibilities and putting forth some effort
3. Employers look for doers rather than joiners.
How employers use Resumes
Employers use resumes to decide whom to interview
The search committee skims resumes i.e. companies often get 50 to 100 resumes a day even
when they have not advertised positions.
Employers assume that your letter and resume represent your best work. Neatness, accuracy
and freedom from typographical errors are essential.
Interviewers usually reread your resume before the interview to refresh their memories. Be
ready to offer fuller details about everything on your resume. Don’t lie.
How long should a resume be?
If you can get everything on one page it could be great; but don’t use tiny font.
When you use a longer resume make sure the most important information is on the first page
since that is what employers will see in the “skim test.”
Rules for better resume
(a) Be realistic
(b) Use layout to emphasize key points e.g. bullets
(c) Relate your experience to the job you want.
What to include in a resume?
 Name, address and phone number.
 Career objective
 Education
 Experience/professional qualification
 Activities (seminars and workshops)
 Referees
N/B: Omit personal data on Resumes e.g.
 Number of children
 Divorced
 Disability
 Height
Format of a resume
 Personal details
 Career objectives
 Education
 Honors and awards
 Experience
 Activities one has participated in
 Interests
 Referees
NOTE: CVs can be written in different ways as long as they have the above information.
Class Practice
Assuming you are a professional secondary school teacher by stating your various academic
qualifications and work experiences, prepare a precise curriculum vitae.