The Importance of Speaking English for Study and Work Purposes

7/27/2019 The Importance of Speaking English for Study and Work Purposes

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NO. MATRIKULASI :

NO. KAD PENGNEALAN :

NO. TELEFON :

E-MEL :

PUSAT PEMBELAJARAN :


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COMMUNICATING EFFECTIVELY IN SPOKEN ENGLISH

IN SELECTED SOCIAL CONTEXTS

1. Purpose Of The Paper

The purpose of this paper is:

i) To identify how oral communication works in terms of the theories of oral communications

with focus on the ttansactional model of oral communication, how of the model of the

cpmponents work together and what make the process complex

ii) To explore the forms of oral communications which is interpersonal communication, small

group communication and public communication.

2. Overview

Effective communication is the pathway to build a strong relationship but

unfortunately it's so often overlooked. This paper will provide some basic information about

how oral commucations works, interpersonal communication, small group communication

and public communication or public speaking.

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3. INTRODUCTION

3.1 The Importance Of Speaking English For Study And Work Purposes

............ Among the benefits of English in education is to enable students to master the subject

which is mostly sourced from the English language. Since some important subjects such as

science, mathematics, information technology and others are using the English language, the

failure of students to master this language will undermine students mastery of the subjects

mentioned above.

... The usage of English in education is also important because students who get good

exam results will have the opportunity to study abroad. Since English was accepted as an

international language, many of the greatest universities in the world using English as the

medium. If a student can master the language well, their chances to study abroad is much

brighter. Many Malaysian private institutions are also implementing the use of English as the

medium. Therefore, students who aspire to pursue higher education institutions need to master

English well.

............ At the same time, the use of English is also important for students to get jobs in the

future. Keep in mind that employers are more interested in hiring people who can

communicate in various languages especially English such as jobs in telecommunications,

broadcasting, information technology and others that requiring the use of English.

3.2 Basic Principles of Effective Speaking and Listening Skills

3.2.1 Listening Skills

According to Devito (2009), effective listening comprises five components :

a. Receiving

Listening begins with receiving the messages the speaker sends. The messages are both verbal

and non-verbal and vary in volume and rate. At this stage you note not only what is said butwhat is omitted

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b. Understanding / Interpreting

At this stage you assign meaning to sounds according to your own values,beliefs, ideas,

expectations, roles and needs. The speakers frame of referencemay be quite different from

yours.

c. Remembering/Retaining

This is necessary to keep the process on. Storing is done for further reference. You take notes

or retain by making an outline. The retention in memory is not exact reproduction but

reconstruction.

d. Evaluation

At this stage the message is judged by applying critical thinking skills to weigh underlying

intentions or motives. At this stage facts are separated from opinions and evaluate the quality

of the evidence.

e. Responding

It occurs in two phases:

i) Responses you make while the speaker is talking by saying I see, producing hmmm

sounds etc. It establishes that you are listening to the speaker.

ii) Response you make after the speaker has stopped talking.These are generally more

elaborate.

3.2.2 Speaking Skills

Speaking skill is the skill that you will use most in oral communication. Wood (2009)

lists three principles that explain oral communication and how they affect us. The fourth,

concerning speech quality, is obtained from Camp & Satterwhite (2002).

a. Interpretation of symbols create meaning

Every word has a dictionary meaning but when used by a person in an expression, you have to

look into the person and the context in which the word is used to get the actual meaning. For

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example you say go out when you want someone to physically move from the inside of a

building to the outside. However, if a man says to a woman, Lets go out. he is not

necessarily asking her to go outside. He might actually be asking her to go on a date.

Also the meanings attached to words change from time to time. Words which used to have a

positive or neutral connotation may now have a negative connotation, and vice-versa. The

word gay used to mean merry. Nowadays, the same word may be used to refer to people

who are homosexuals.

b. There are rules in communication

These rules are not formalised or intentionally formed but are unconsciously developed as weinteract with family, friends and people at work. There are two sets of rules that guide

communication:

i. Regulative Rules

These unwritten rules tell you when, where, how and with whom you can have a

conversation. An example is turn- taking when talking with someone. You know that you

sholud not interrupt the person speaking but you also need to look out for signals that will tell

you when to enter into a conversation and when to end it.

ii. Constitutive rules

These rules define what communication means by showing us the meaning behind certain

kinds of symbols used in communication. For example head bowing in Asia ia a symbol of

respect, kissing and hugging denotes love and affection while yawning and shouting during a

conversation denotes rudeness.

c. Punctuation Affects Meaning

Punctuation in communication and can signal the beginning or the end of a particular

interaction. For example, when a professor enters the lecture hall, his entry marks the

beginning of the lecture. When he switches off the overhead projector, takes off his reading

glasses and says Thats all for today, it signals the end of the lecture. Tension is created

when people disagree on punctuation.

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d. Voice Attributes

To be an effective speaker, you need to pay attention to the following voice attributes as they

affect the quality of your speech.

Volume

Pitch

Intonation

Tone

Tempo

Enunciation

Pronunciation

4. HOW ORAL COMMUNICATIONS WORKS

Oral communication implies communication through mouth. It includes individuals

conversing with each other, wether it is direct conversation or telephonic conversation.

Speeches, presentations, discussions are all forms of oral communication.

4.1 Communication Model

One of the model of oral communication is Transactional model. A Transactional

model depicts communicators as sending and receiving messages simultaneously. 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 or

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 or listening to friends. While your friend is talking you are

constantly giving them feedback on what you think through your facial expression or verbal

feedback without necessarily stopping your friend from talking.

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4.2 Transactional Model of Communication

4.3 Transactional Communication model elements

A. Context: setting; environment; the site where the communication takes place;

influences both the content and relational aspect of the communication

B. Source: communicator involved in communication event; acts as both sender

(encoder of message) and receiver (decoder of message)

C. Encoding: the cognitive activity of "putting together" a message

D. Decoding: the cognitive activity of "breaking down" a message

E. Channel: The conduit through which the communication is conveyed (i.e., a web page

or the human voice)

F. Message: That which is being conveyed

G. Noise: Distracting, unexpected, or unwelcome interference

i) InternalNoise: distractions from within the self; worry, boredom

ii)Externalnoise: distractions from outside the self; loud noises, disorder

There are three implications in the transactional model:

i. 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.

ii. In any transactional process, each element exists 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.

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iii. Each person in the communication process reacts depending on factors such as their

background, prior experiences, attitudes, cultural beliefs and self-esteem.

5. FORMS OF ORAL COMMUNICATION

5.1 Interpersonal Communications

Interpersonal communication is communication between several people. This form of

communication may range from the impersonal to the very personal. Impersonal

communication is when you talk with a person you do not really care about such as

communication between a sales representative and a potential customer. There is often a

coldness or an indifference in your attitude when you engage in this kind of communication

The most personal type of communication occurs when you talk with people who are close to

you, for example, your best friend, family members and colleagues. Interpersonal

communication can take place face to face as well as through electronic channels like video-

conferencing, chat rooms, e-mail and Twitter.

5.1.2 Appropiate Topics Of Conversation

Starting a conversation is often the most difficult part of all. Once you are over the

first few sentences, the talk usually flows. But how can you get the conversation started.

Ideally, find a subject that interests the person you are talking to. That means they will want to

reply to you and it will get the conversation flowing. Questions are good for that, so long as

you do not sound like you are an interrogator. Here are some topics may be more suitable forsmall talk than others. Examples are: The weather, books, films, hobbies and interest, sports,

food and restaurants and news item. Try to avoid topics that are personal or sensitive such as

religious issues, politics or one health problem.

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5.1.3 Listening And Speaking Skills For Good Interpersonal Communication

Listening and speaking skills for good interpersonal communication differ according

to the situation in which you want to communicate. However, whatever the situation, both

listening and speaking are important interpersonal communication.

Listening skills might include:

a. Giving the other person time to speak without interruption. If you dont let them talk you

have no chance to learn from them and you are then giving a lecture, not communicating.

b. Do not finishing other peoples sentences. Let them tell you themselves.

c. Really actively listening to the persons words so that you understand the full meaning of

what they are trying to say.

d. Maintaining a comfortable level of eye contact to put the other person at ease.

e. Adapting your body language to demonstrate that you are listening and that you really

understand what is being said. For instance, making sure that you are nodding and smiling in

the right places and adopting an appropriate posture.

Speaking skills might include:

a. Speak clearly so that your words can be understood.

b. Use a vocabulary that can be understood by your listeners. Interpersonal communication is

about being understood; it is not about showing off how wide your vocabulary is or how

many long words you know.

c. Use an appropriate pace and volume.

d. Make your call to action clear so that your listeners know what you want them to do.

e. Check peoples understanding by asking questions to check your audiences

understanding.

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5.2 Small Group Communication

Most researchers define a small group as having at least three and no more than twelve

or fifteen members. Too large of a group (more than twelve or fifteen members) inhibits the

group members' ability to communicate with everyone else in the group.There is usually one

person who manages the discussion. This person has to open the discussion, introduce the

subject, invite people to contribute ideas, interrupt to seek clarification and finally, close the

discussion.

5.2.1 Group Members Roles

Group members roles can be functional when they help the group with

relationships or maintain the spirit of the group. These functional roles can be harmonizing,

gate keeping, consensus testing, encouraging, and compromising. All of these help establish

an atmosphere that is productive. If you are a member of a group that is working together,

you may need to ask and respond to questions, after the group leader has introduced the topic

or subject of discussion.

5.2.2 Question And Answer Strategies In Small Group Communications

a. Make your opinions sound logical and credible, cite reasons and facts.

b. Use some suitable expressions for asking and giving opinions, agreeing and disagreeing

c. Use helpful phrases to show support, interrupting and expressing disagreement :

Let me give you an example For instance ...

Excuse me but ... May I interrupt please?

I understand what you mean, but . Yes, but isnt it also true that ...

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5.2.3 Types Of Small Group Communication

There are a few types of small group communication :

a. Brainstorming

During brainstorming sessions, members of the group initially come up with as many ideas as

possible. After a number of ideas have been presented to the group, group members evaluate

these ideas and decide which ones are the most appropriate for their goals.

b. 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

c. Problem Solving

In these sessions, members of the group define the problem, identify and evaluate possible

solutions, and then select the best solutions for the problem.

d. Groupthink

Groupthink occurs when members of the group feel pressured to agree with each other

5.3 Public Communication

Public communication or public speaking is very close to our daily life. An Imam

preaching during Friday prayer is a public speaker. as well as teachers and lecturers teaching

at schools.

5.3.1 Making Oral Presentations

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The material of your presentation should be concise, to the point and tell an interesting

story. In addition to the obvious things like content and visual aids, the following are just as

important as the audience will be subconsciously taking them in:

Your voice - how you say it is as important as what you say

Body language - a subject in its own right and something about which much has been

written and said. In essence, your body movements express what your attitudes and

thoughts really are.

Appearance - first impressions influence the audience's attitudes to you. Dress

appropriately for the occasion.

Content - Prepare the structure of the talk carefully and logically. Make a list of these

two things as your starting point. Never read from a script. It is also unwise to have the

talk written out in detail as a prompt

Rehearse your presentation to yourself at first and then in front of some colleagues.

The initial rehearsal should consider how the words and the sequence of visual aids go

together.

5.3.2 Speaker Credibility

There are three qualities of credibility

i. Competence

Knowledge and expertise the audience thinks the speaker possess. The more knowledge one

appears to have the more believable. For example, doctor and lawyer has perceived

competence through experience and study

ii. Character

The intentions and concern of the speaker for the audience

iii. Charisma

The personality and dynamism of the speaker. You are perceived as credible if you are liked,

friendly and pleasant

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5.3.3 Audience Analysis

According to Steven and Susan Beebe, authors ofPublic Speaking: An Audience Centered

Approach, audience analysis is the process of examining information about the listeners

whom you expect to hear your speech. .Audience analysis is essential in determining how

you will build your presentation. The more you know about your audience, the better you can

target your remarks to reflect their specific interests and concerns. And the more likely you

are to succeed as a presenter. These are certain things that have to be analyze before preparing

a speech:

i. Know The Size Of TheAudience.

Clearly, the audience size determines the physical setting and, in turn, guides the type of

visuals and audio you should use. What's more, for a large audience, you may need to use a

lectern and a microphone.

ii. Know The Attitudes And Biases Of The Audience.

Even though that you cannot completely satisfy everyone's concerns. But at least you canpresent your position strategically, while taking those concerns into account and through that,

showing your own awareness and sensitivity.

iii. Know What Motivates The Audience As Much As Possible.

Your audience may have strongly held views about your topic. They may also have certain

expectations. There may be issues that trigger strong emotions in your audience. Find out

what these are, and prepare to deal with them.

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iv. How much does your audience already know?

Good communicators never talk down to their audience. If your audience already knows a

good deal about your topic, your presentation should build on what your audience knows, and

not simply repeat what is already known. Good communicators also don't talk over the head

of others. If your audience knows little about your topic, tell them what they need to know to

respond as you want them to.

v. Talk To TheirInterests, Not Yours.

You should talk to the specific interests of your audience. Don't assume or guess what those

interests are but ask instead. An audience of senior-level managers, for example, may well

have different interests than an audience of entry-level professionals. the more you know

about these, the more likely you are to connect with your listeners from theirpoint of view.

vi. The "What's-in-it-for me?" rule.

This is also known as the "Why- should-I-listen-to-you?" rule. It applies especially to

business audiences. When preparing your presentation, embed the answers to these questions

early in your remarks, so that your listeners know what they're going to get out of your

presentation.

6. CONCLUSION

Communication is defined as a process of delivering the message or information

among several people. Transactional model is one of the communication model. It depicts

communicators as sending and receiving messages simultaneously. Communication also has

several forms. For example interpersonal communication. This form of communication may

range from the impersonal to the very personal

Another form of communication is small group communication. Members of group

discussion have to participate actively by asking questions, responding to questions, offering

opinions to make the discussion successful. Public speaking is also a form of communication.

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5. Charlotte Anne Cox (2011), Types of Small Group Communication.

http://www.ehow.com/info_8048059_types-small-group-communication.html. Accessed on

9th July 2011

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Documents

The Importance of Speaking English for Study and Work Purposes