English Writing Skills
EGL113
Lecture-1
Muhammad Fazal Qureshi
Lecture # 1
Aim and Objectives of the Course
Aim: To develop effective Business
communication skills that can be applied to
interpersonal, organizational and external
contexts.
Objectives:
understanding the importance and the
difference types of Business Communication
To increase the
Listening
Speaking
Writing
effectiveness in business communication.
Objectives of the Course cntd
Increase the knowledge and
understanding of
- The process of effective communication
- The approaches to effective
communication
- The relevance of the different
communication media to effective policy
communication
Intellectual Skills
- Ability to conceptualize the processes of
effective communication
- Ability to discern the different
environments and appropriating the
Objectives of the Course cntd
Practical Skills
- Ability to develop communication
plans that will meet the needs of a
specific department or organization
- Ability to review policy documents
to facilitate effective
communication
Transferable Skills
- Effective writing skills
- Effective oral communication skills
References
1. Text Book Title: Effective Business Communication
7th Ed. Author: Murphy
2. Reference Book Title: Basic Business
Communication 7th Ed. Author: Lesikar
3. Online materials
This week ...
Overview of communications;
definitions,
processes; and types;
new technologies and communication,
barriers to effective communication
Definitions
What is Communication?
The word communicate comes from the Latin
verb “Communicare” that means;
o to impart
o to participate
o and to share
Definitions:
What Is Communication?
No Transfer of Meaning—No Communication
Influence of Mental Maps—Yes,
Communication
Communication is the process of sharing our
ideas, thoughts, and feelings with other
people and having those ideas, thoughts, and
feelings understood by the people we are
talking with.
When we communicate we speak, listen, and
observe
What Is Communication?
Conscious and Intentional
Nonverbal
Verbal
Unconscious and Unintentional
Nonverbal
Verbal
Basic Communication Model
For communication to exit there must be at least
four elements.
1. A sender / encoder
2. A receiver / Decoder
3. Message
4. Channel/Medium
Speaker encoding message decoding
listener
In successfull communication
sent =received
Communication Model
Basic Communication Model cont’d..
Encoder/ sender
Encodes the message
Chooses appropriate channel
Solicits feedback
Attempts to minimize the noise
Encoding: the process of transferring the information you want to
communicate into a form that can be sent and correctly decoded at the
other end
Decoder / receiver
Decodes the message
Practices active listening
Provides feedback
Decoding: the process where the message is interpreted
for its content.
Communication
Communication Processes and Types
Types of
Communication
Non
Verbal Written
Verbal Verbal
Written
Non Verbal
Communication Processes and Types
Verbal Communication
Spoken verbal communication, relies on
both words, visual aids and non-verbal
elements to support the conveyance of the
meaning. Includes discussion, speeches,
presentations, interpersonal
communication and many other varieties.
Non Verbal Communication (Body
language)
Facial expressions, gestures,
paralanguage, body language, distance,
eye contact, touch, and appearance
Communication Processes.
In case of Verbal type of Communication,
look out for the following:
Verbal: What you say i.e. the message
Vocal: How you say i.e. Music or your
voice
Visual: How you seem and who you are
Most powerful element of communication
is:
Visual
! Give importance to visual self, as much as
the knowledge and experience.
The Communication Process
New technologies and communication
Changes in web-based technology have made it
far easier for individuals to publish, access and
share information globally.
Web-based tools that have proven effective on
the internet are now making their way into
organizations enabled by intranets.
The rise of more accessible and easy-to-use
technologies are allowing employees to voice
their opinions and become more involved in
communication and decision making.
Business leaders will need to understand the
merits of new social software and how it can
benefit them and their organizations
New technologies and communication
Evolution of Communication
Barriers to effective communication
Sending:
Lack of gestures, tone of voice, ambigious
words
!: Convey the importance of the message.
Environment:
Noise.Physical obstacles, inadequency of the
channels,
Receiving:
Misinterpretion of any word or behaviour,
perceptual filter which reflect all our past
experinces and learning
Problems in Sending
using technical words for communication to
nontechnical people
forgetting that the visual and vocal elements
are the most important, words less.
Ignoring the situation, expectencies and
interests of the listener according to their
expertise.
Noise in the environment
Noise creates distortions of the message and
prevents it from being understoood the way
was intended
Noises may be ringing telephones, honking
horns, messy, chaotic surroundings etc.
Time, inapropriate time may be an obstacle
to give message clearly.Friday afternoon is
not proper for a heavy meeting.
Perception Problems
Listeners ability to understand.
Lack of attention, inattentive or bored
listeners
Emotional state, stress, fear, anxiety, anger,
Financial pressures
Prejudgements
Be sure that the receiver is “on”
The importance of business
communication
Time is money&time has a cost
Time is limited with project
deadlines,workhours
Businesspeople are not our family or friends
Business is not a game or joke but serious
It is a half-diplomatic environment
We may need any person in our career path
with the nice memories about us.
Communication Checklist
How do you construct an effective
presentation or report?
Who is your audience?
What are they interested in?
What do you want them to remember?
Example: Audience for Field Project
Report Sections
Section Audience
Executive Summary Senior Manager
/Sponsor
Introduction
Part Ia. Organizational Justification Sponsor
Part Ib. Current System Analysis Client
Part II. Proposed System Requirements User
Part III. Alternatives evaluation and Client
recommendation
Part IV. Design/Purchase Specifications IT Specialist
Part V. Implementation and Support IT Operations / User
Appendix A. Signed statement of work. Client / Manager
Appendix B and following
Key points
Introduction and summary for each
chapter.
Direct, simple sentences.
Short paragraphs.
White space, bullets and graphics.
Tables and figures stand on their own.
Text stands on its own.
There is nothing too obvious to say.
Components of an Effective
Presentation
Purpose
Format
Data
Conclusion
So What
Restate
Tag Ending
PURPOSE:
Define task.
"The purpose of this presentation is ... “
Describe what the original problem was and
what you were asked to do.
FORMAT:
What is the presentation going to do?
"This presentation recommends
o ...
o ... "
Tell them what you are going to say. This
is the agenda. Effective presentations use
this to outline the critical things that will
be covered, not copy the grading sheets.
DATA:
Information and data about the problem.
"You should note the following facts in support of these
recommendations...”
This is background. Spend only the time here
that you absolutely need.
CONCLUSION:
What does the data tell you?
"The conclusions to be drawn from these facts are ..."
This is the setup, not the final conclusion.
