CHAPTER ONE: INTRODUCTION TO COMMUNICATION

1. Describe the process of communication

A1) communication is a process by which meaning is exchanged between

individuals or an individual and a group through a common system of symbols, signs and

behavior.

2. State the importance of studying communication skills

a) Studying communication helps in understanding and insight of oneself and others.

b) Studying communication and using it effectively can lead to more positive feelings of

ourselves.

c) Studying communication can increase our knowledge about human relationships.

d) Studying communication can teach us important life skills.

e) Studying communication can help us succeed professionally.

3. Explain the principals of communication

a) Communication is inescapable: communication is always occurring in human life at

various levels

b) Communication is irreversible: you cannot take back something once it is communicated.

c) Communication is dynamic: all elements in communication affect each other as communication

progresses.

d) Every communication interaction has a content dimension and relationship dimension

e) Communication is contextual: communication does not occur in a vacuum. It involves

various aspects of context of communication.

4. Discuss the types of communication according to the direction of flow

1. Downward Communication: Information flows from a higher level to a lower level in an

organization.

2. Upward Communication: Information flows from a lower level to a higher level in an

organization.

3. Horizontal Communication: Information flows between individuals at the same level in an

organization.

4. Diagonal Communication: Information flows between individuals at different levels and

different departments in an organization.

5. Highlight the various elements of communication

a) People: These are the participants in the communication process.

b) Message: This is the verbal or non-verbal form of idea, thought or feeling that one person
(source) wishes to communicate to a group of people (receivers).

c) Channel: This is the means by which a message moves from a source to a receiver.

d) Feedback: This is the receiver’s verbal, non-verbal or written response to the message from the
source.

e) Code: This is the systematic arrangement of symbols used by the source or receiver to create

meaning in the mind of another person(s) or receiver(s).

f) Encoding and decoding: Encoding is the act of putting ideas and thoughts into a code, while
decoding is interpreting/making sense those ideas or thoughts.

g) Noise is any interference in encoding or decoding process that reduces the clarity of a

message.

6. Explain the various roles of communication

7. Discuss the barriers to effective communication

Human communication is fraught with problems and difficulties such as:

a) Differences in opinion: Our worldviews are largely determined by our past experiences.
Age, nationality, culture, education, occupation, sex, status, personality etc, all bring to
bear the difference in perception.
b) Stereotyping: Our experiences could run us the risk of treating different people as if they
were the same.
c) Lack of knowledge: Communication is adversely affected if it is exchanged between
persons whose knowledge of the particular subject is varied or whose backgrounds
regarding the subject are too different.
d) Difficulties with expression: This refers to difficulty expressing or conveying your message
as clearly as possible.
e) Personality: Our personality traits/behaviors can affect the behavior of others in a
communication situation.
CHAPTER TWO: LISTENING AND CRITICAL THINKING
1. Discuss the importance of Good listening skills

a) Listening is an essential task for effective communicators. We actually do spend the largest part
of our time listening

b) Listening helps us build and maintain relationships. Part of our ability to build and retain
relationships involves our ability to understand and respond empathetically to messages from
others.

c) Listening can help us determine whether people we are communicating with are honest or
deceitful.

d) Listening is an essential skill for success in academics and the business world.

e) Listening is directly linked to our ability to remember information.

2. Explain How you would overcome the various listening barriers

Becoming an effective listener requires conscious effort and practice. Listening barriers are any
distractions that interfere with listening, These can be overcome through:

a) Concentrate on the speaker’s message – it is your responsibility to stay focused.

b) Resist talking instead of listening – it is impossible to be both sender and receiver of information
at the same time. You can even become your own distraction.
c) Focus on the message – make sure that your own ideas do not interfere with listening to the
ideas of another.

d) Listen with a positive attitude – you do not have to agree with the speaker, but good listening
requires you to keep an open mind and believe that the speaker might have something useful to
offer
3. Explain how you would improve your listening skills

a) Paraphrasing: this is summarizing the speaker’s message in your own words and allowing the
speaker to correct any discrepancies from the intended message. That is, the listener crystallizes
his/her own understanding of the content presented.

b) Evaluate your skills: everyone has listening weakness; you must therefore identify your
weaknesses.

c) Prepare yourself physically and mentally: listening is a combination of physical and mental
activities.

d) Make efficient use of available time: do not rush through your conversation as you may lack
full understanding of the message.

e) Listen attentively: be attentive and show interest in the speaker’s message.

f) Listen for ideas and feelings: look out for factual information as well as the speaker’s tone of
voice.

g) Use body language to show you are listening: body language can convey you level of interest.
Employ appropriate non-verbal cues.

4. Explain the six types of listening

a) Active listening: It involves listening with a purpose and comprises listening carefully using all
our available senses and paraphrasing what we hear both mentally and verbally.

b) Empathetic listening: It is a form of active listening where we attempt to understand the other
person by perceiving their world view as if it is our own.

c) Critical listening: This is listening that analyses, evaluates, critiques or challenges a speaker’s
message by evaluating its accuracy, meaningfulness and utility

d) Listening for enjoyment: This type of listening helps us to relax like when we enjoy listening
to, for instance, music.
e) Reflective listening: This refers to attentively listening to the speaker’s actual words, as well
as tone of voice, and observing the body language and emotions displayed.

f) Passive listening: This means concentrating at a low level and absorbing just enough of the
speaker’s words to stay involved in a conversation or speech
CHAPTER THREE: READING SKILLS
1. Explain the reasons as to why we read

• We read to entertainment or leisure

• We read to acquire information and knowledge
• We read to improve quality of life.
• As a means of preparing for successful life i.e. as means of acquiring useful life skill

At the university level reading is particularly more focused and rigorous and would normally read
the following purposes:
a) To gain an overall understanding of main ideas presented in some reading.

b) To find specific information such as a name, date or a definition of a concept.

c) To gain understanding of material so as to recall it as presented in the text.

d) To evaluate, critique or analyze some material.

2. Discuss the different existing types of reading

Types of reading refer to styles we may adopt in our reading as determined by the purpose for
which we are reading. Types of reading include:

a) Scanning: This style or technique is used when you are looking for a name, definition or any
other specific piece of information in a text

b) Skimming: In this technique you read quickly through a text in order to get a grip of the main
ideas or general information about the text.

c) Active/detailed reading: This technique is used in serious study. In this type of reading you
need to interrogate or think over what you read so as to both evaluate what you have read and
facilitate recall of read material.

d) Extensive reading: is purposeful, organized, wide reading of long texts such as journals,
novels, magazines, periodicals, etc.

e) Intensive reading: is a concentrated, thorough and comprehensive reading style. It is applied

when one wants to understand the contents of the reading deeply.
f) Light reading: this is the type of reading that we apply when reading papers and novels for
leisure.

g) Word by word reading: this is the style used by beginners when they are reading for the first
time and in an attempt to understand each word or phrase at a time.

3. Highlight the common poor reading habits?

a) Vocalization (sounding out)

b) Sub-vocalization

c) Finger reading, pointing at words and head movement

d) Narrow recognition span and poor rhythmic eye movement

e) Regression (backtracking while reading)

4. What are the advantages of notes taking while reading

- Taking notes helps you to learn and understand by translating what you are studying into your
own words and thereby helping you to understand and remember what you are studying.

- Taking notes helps you concentrate while you are studying because the note taking process helps
you process and digest the information.

- Making notes helps you assess information because you are selecting the most important parts of
what you are reading or hearing.

- Note taking also helps you think about the subject. Writing down ideas often produces ideas
about other ideas you already know.

5. Discuss how you would take notes when reading

a) You should only choose the main points of what you are reading or listening to. Do not record
all the materials from your source.

b) Listen, read or watch closely the source of notes while carefully thinking about the subject and
decide which part of source material are most useful, then put them down in your own words as
your notes.
c) Brevity is important in taking notes. Use abbreviations wherever possible. You could also
achieve brevity by adopting mathematical or scientific symbols or device your own personal code
of symbols and signs.

d) Use note cards and list each new idea on a new line

e) Use phrases, not complete sentences to save time

f) Use abbreviations when possible

g) Never take verbatim notes, unless you need a direct quote

h) Use pen rather than pencil

CHAPTER FOUR: WRITING SKILLS
1. Explain the components of a paragraph

a) Topic/thesis Sentence: this is the first sentence, and it expresses the main idea that unifies the
paragraph.

b) Supporting Sentences: these sentences present details, facts and examples that expand on or
illustrate the main idea.

c) Concluding Sentence: this sums up the paragraph’s main idea or what has been said.
Alternatively, it draws a logical conclusion from the main idea.

2. Discuss the different existing connectors used in transitional phrases

a) Connectors of sequence: afterward, as soon as, before, first, second…, finally, later, next etc, as
well as, firstly, next, then, finally, so thus, as a result, because, therefore, for example, for instance,
in contrast, on the other hand etc.

b) Connectors of addition: also, and, another, besides, furthermore, moreover, likewise etc

c) Connectors of contrast: but, even if, even so, however, despite, instead, nevertheless, on the
contrary, on the other hand etc

d) Connectors of result: as a result, consequently, accordingly, therefore, hence, thus etc

e) Connectors of illustration: for example, for instance, for this reason, that is etc.

3. Highlight the common editing checklist

- Vary the length of the sentences but keep them on the shorter side: 18-22 words should be the
average

- Paragraphs should have only one main idea

- Use words that the reader will understand – avoid unnecessary jargon

- Avoid unbusiness-like colloquialisms such as “to cut the long story short”

- Omit unnecessary words for example, “serious” in “serious crisis”

- Use the shorter rather than the longer word or phrase, for example, “start” rather than
“commence”

- Use sincere words – do not overstate or exaggerate

CHAPTER FIVE: CONDUCTING MEETINGS AND MINUTE
WRITING
1. Explain the responsibilities of members in a meeting

a) Contributing to the discussion of the agenda,

b) Putting the executive to task to explain issues pertaining to the agenda,

c) Passing resolutions on policies and decisions,

d) Implementing decision of meetings as are assigned or required.

2. Discuss how you would facilitate decision making process in a meeting

• Create and convey goals and outcomes for agenda topic that require decisions.

• Seek out or present alternatives supported by the data

• Assist participants getting through a block or impasse by restating the initial questions and
regaining focus

3. Highlight the different classification of meetings

a) Decision-making Meeting: Committees, boards of directors, and such specially appointed

bodies with powers to take decisions on behalf of the parent body or appointing authority, hold
decision-making meetings.

b) Executive Committee Meeting: Some committees like the board of directors or the executive
council have powers to implement decisions; they may review recommendations of other bodies
or take decisions on their own.

c) Consultation Meeting: An advisory body, which may consist of experts, holds meetings to
discuss and advise other bodies.

d) General meeting: General meetings may be attended by all members of an organization such
as monthly meetings, quarterly meetings and Annual General Meeting.

e) Problem-solving Meeting: A meeting of all those concerned with a particular activity where
the problem is found may be called for the specific purpose of solving the particular problem.
4. What are the roles of meeting

a) To arrive at a consensus: deliberate and brainstorm on issues affecting an organisation.

b) To collect ideas: involve all members or concerned members in management, decision making
and policy formulation in an organisation.

c) To solve a problem: pass decisions and policies on issues affecting an organisation

d) To inform and explain: for the management to communicate decisions and policies to members
of an organisation such as in briefs.

e) To elect executive office holders in case AGM or select committees for special assignments.

f) To get feedback: receive reports from department and committees on special assignments.

g) To understand the situation and suggest solutions such as in conferences.

h) To learn and train such as in workshops and seminars.

CHAPTER SIX: WRITING EFFECTIVE ESSAY EXAMS
1. Explain the important properties of an argument

a) Reasonableness: arguments have to appeal to reason, that is, the grounds used to support a given
position should be relevant and adequate.

b) The weighing of evidence for or against an argument should not be biased.

c) No irrelevant or inconsequential issues should be brought to the argument.

d) Arguments should appeal to logic.

e) Arguments should be consistent and clear, that is, key concepts of an argument should be clearly
defined and the argument should not have internal contradictions.

2. Discuss the characteristics of effective narration

a) Effective narration selects and relates significant events of what happened. The significant
events are determined by the purpose of narrative.

b) Do not bring up unrelated events because narration is discriminative.

c) Follow logical and understandable time sequence. Basically there are three sequences that you
can follow:

• Chronological sequence, which starts at the beginning of events and follow the events as
they progress to end.
• Starting from the end and then flashback to the first event, then proceed chronologically.
• Start in the middle of the story then go the beginning and then proceed chronologically
to the end

d) Good narration usually has a point that can be drawn from the story. The point might be Sharing
experience in order to tell a moral or just to amuse.

e) Conversation can be important in advancement of narrative by adding impact to it.\

3. Highlight the tips of writing essays

a) Preview the exam and choose the questions to answer.

b) Plan your time according to the worth of the questions

c) Start with the easiest question because you get a psychological boost if you are able to
successfully accomplish a task and therefore you would be motivated to tackle more difficult
questions.

d) When stalled for an answer, move on to another question or take a quick break.

e) Keep your exam time until the last possible moment.