Lecture Notes on Communication in English (GNS 102)By Dr Polycarp Iliya Ngosar
1.0 Definition of Communication
Communication is the process of exchanging information, thoughts, ideas, and emotions
between individuals or groups. This process involves a sender, a message, a medium, a
receiver, and feedback.
1.1 Process of Communication
The communication process consists of several stages:
- Sender: The originator of the message.
- Message: The information the sender wants to convey.
- Medium: The channel used to transmit the message (e.g., verbal, written, non-verbal).
- Receiver: The person or group that interprets the message.
- Feedback: The response from the receiver that indicates whether the message was
understood.
- Context: The environment and circumstances surrounding the communication, which can
influence its effectiveness.
2.0 Grammar
Grammar is the system of rules governing the structure of a language, including syntax,
morphology, and punctuation. It's essential for ensuring clarity and effective communication
in both spoken and written language.
2.1 Explain Parts of Speech
The eight parts of speech are:
1. Noun: A person, place, thing, or idea (e.g., dog, city).
2. Pronoun: A word that replaces a noun (e.g., he, they).
3. Verb: An action word or state of being (e.g., run, is).
4. Adjective: A word that describes a noun (e.g., blue, tall).
5. Adverb: A word that modifies a verb, adjective, or other adverb (e.g., quickly, very).
6. Preposition: A word that shows the relationship between a noun (or pronoun) and other
words in a sentence (e.g., in, on).
7. Conjunction: A word that connects clauses or sentences (e.g., and, but).
8. Interjection: A word or phrase that expresses emotion (e.g., wow, ouch).
2.2 Correct Common Errors in the Use of Parts of Speech
Common errors may involve misusing parts of speech. Examples include:
- Using an incorrect form of a verb (e.g., "He go to school" instead of "He goes to school").
- Confusing adjectives and adverbs (e.g., "She runs quick" instead of "She runs quickly").
2.3 List Punctuation Marks
Common punctuation marks include:
- Period (.)
- Comma (,)
- Question mark (?)
- Exclamation mark (!)
- Colon (:)
- Semicolon (;)
- Quotation marks (" ")
- Apostrophe (')
- Parentheses (())
2.4 Enumerate the Use of Punctuation Marks
- Period: Ends a statement.
- Comma: Separates elements in a list or clauses.
- Question Mark: Indicates a question.
- Exclamation Mark: Expresses strong feeling or emphasis.
- Colon: Introduces a list or explanation.
- Semicolon: Connects closely related independent clauses.
- Quotation Marks: Denote spoken words or quotes.
- Apostrophe: Indicates possession or contractions.
- Parentheses: Adds supplementary information.
2.5 Explain Idioms
Idioms are expressions whose meanings are not deducible from the literal meanings of the
individual words (e.g., "kick the bucket" means to die). Sure! Here are some common idioms
along with their meanings:
1. Break the ice
- Meaning: To initiate conversation in a social setting; to relieve tension or get started.
2. Bite the bullet
- Meaning: To face a difficult situation with courage; to endure an unavoidable painful
experience.
3. Piece of cake
- Meaning: Something that is very easy to do.
4. Burning the midnight oil
- Meaning: Staying up late working or studying; putting in extra hours.
5. Kick the bucket
- Meaning: A humorous or informal way of saying someone has died.
6. Let the cat out of the bag
- Meaning: To reveal a secret, often unintentionally.
7. Under the weather
- Meaning: Feeling ill or unwell.
8. A blessing in disguise
- Meaning: Something that seems bad at first but results in something good.
9. Cost an arm and a leg
- Meaning: Very expensive; costs a lot of money.
10. Hit the nail on the head
- Meaning: To describe exactly what is causing a situation or problem; to be exactly right.
11. Throw in the towel
- Meaning: To give up or admit defeat, especially after trying hard.
12. The ball is in your court
- Meaning: It is your turn to take action or decide what to do next.
13. Actions speak louder than words
- Meaning: What someone does is more important than what they say.
14. Burning bridges
- Meaning: To create a situation where you cannot go back to a previous state or
relationship, often after a conflict.
15. Caught between a rock and a hard place
- Meaning: Facing a dilemma where there is no good option.
These idioms enrich the language and convey meanings that may not be immediately
apparent from the individual words themselves.
2.6 Figures of Speech
Figures of speech are rhetorical devices that embellish language and creatively convey
meanings. Examples include:
- Metaphor: A comparison without "like" or "as" (e.g., "Time is a thief").
- Simile: A comparison using "like" or "as" (e.g., "Brave as a lion").
- Personification: Giving human traits to non-human entities (e.g., "The leaves danced in the
wind").
3.0 Communication Process
Refer to the elements outlined previously (sender, message, medium, etc.) and understand
how they interact in effective communication.
3.1 Relationship Between Communication and Language
Communication is facilitated through language, which provides the structure and resources
(words, grammar) necessary to articulate thoughts, emotions, and information. Language can
greatly shape cultural identity and social interaction.
3.2 The Impact of Barriers to Interference in Communication (e.g., Phonology)
Barriers such as phonological differences (accents, dialects) can lead to misunderstandings.
Other barriers include:
- Linguistic barriers (different languages).
- Psychological barriers (biases, emotional state).
- Physical barriers (background noise).
3.3 Various Communication Methods
- Verbal Communication
- Non-verbal Communication
- Written Communication
- Digital Communication
- Visual Communication (charts, graphs)
3.4 Describe the Element of Good Communication
Essential elements include:
- Clarity and Conciseness: Avoiding ambiguity.
- Active Listening: Engaging with the speaker.
- Empathy: Understanding the receiver's perspective.
- Respect: Acknowledging the receiver's views.
3.5 List the Various Methods of Communication
- Face-to-Face Meetings
- Phone Calls
- Emails
- Text Messaging
- Video Conferencing
- Social Media
3.6 Discuss the Various Communication Methods
Each method has specific applications:
- Face-to-Face: High engagement and non-verbal cues.
- Phone Calls: Personal, immediate but lacks visual cues.
- Emails: Provides a written record but may lack immediacy.
- Text Messaging Quick but may lead to misinterpretation due to lack of tone.
- Video Conferencing: Combines visual and auditory elements; useful for remote
collaboration.
- Social Media: Wide reach but can lack depth and personal interaction.
3.7 Advantages and Disadvantages of Each Method
- Face-to-Face:
- Advantages: Direct feedback, strong interpersonal connection.
- Disadvantages: Not always feasible, may require travel.
- Phone Calls:
- Advantages: Immediate interaction, personal touch.
- Disadvantages: No visual feedback, can be disruptive.
- Emails:
- Advantages: Documented communication, allows for careful thought.
- Disadvantages: Delayed response time, misinterpretations possible.
- Text Messaging:
- Advantages: Quick and convenient, informal.
- Disadvantages: Ambiguity, lack of formality.
- Video Conferencing:
- Advantages: Engages multiple senses, suitable for remote work.
- Disadvantages: Technical issues, can feel less personal.
- Social Media:
- Advantages: Broad audience, immediate dissemination.
- Disadvantages: Risk of miscommunication, less control over the message.
4.0 Principles of Letter Writing
Key principles include clarity, professionalism, an appropriate tone, and conciseness. Letters
should be structured logically, starting with a greeting and ending with a closing statement.
4.1 The Components of a Business Letter
A typical business letter includes:
1. Sender’s address
2. Date
3. Recipient’s address
4. Salutation
5. Body (the main message)
6. Closing
7. Signature
8. Enclosures (if any)
4.2 Differentiate Between a Memo and a Letter
- Memo: An internal communication tool, usually brief, addressing a specific issue within an
organization.
- Letter: A formal communication tool often used to communicate with external parties,
containing a salutation and a closing.
4.3 Prepare a Portfolio of Correspondence Using Different Presentation Techniques
Examples of correspondence include:
- Appointments: Formal request letters or emails.
- Promotions: Letters congratulating employees.
- Condolences: Expressive letters of sympathy.
- Congratulations: Celebratory letters to acknowledge achievements.
4.4 Define a Report
A report is a structured document that presents information or findings about a specific
subject, intended to inform or guide decision-making.
4.5 List the Types of Reports
- Informal Reports
- Formal Reports
- Research Reports
- Progress Reports
- Analytical Reports
4.6 Enumerate the Use of the Report
Reports are used to:
- Present findings from research or analysis.
- Provide insights for decision-making.
- Document processes or outcomes.
- Communicate information to various stakeholders.
4.7 Discuss the Techniques of Note-taking/Making
Effective note-taking involves:
- Active listening.
- Using outlines, bullet points, and annotations.
- Summarizing key points rather than transcribing verbatim.
- Highlighting important information for future review.
5.0 List the Characteristics of a Good Report
- Clarity and precision.
- Relevance to the intended audience.
- Logical organization.
- Objective tone.
- Use of evidence and examples.
5.1 Outline the Stages of Writing a Report
- Planning: Define the purpose and scope.
- Research: Gather information and evidence.
- Drafting: Organize findings into a coherent structure.
- Revising: Edit for clarity, conciseness, and accuracy.
- Finalizing: Prepare the report for presentation.
5.2 Evaluate a Given Report
Assess a report for:
- Clarity of purpose.
- Quality of research and evidence.
- Logical structure and organization.
- Objectivity and adherence to the topic.
5.3 Write a Report
Follow the established structure, including:
1. Title page
2. Table of contents
3. Introduction
4. Body (findings and analysis)
5. Conclusion
6. Recommendations (if applicable)
7. References and appendices.
5.4 Explain Communication Theory
Communication theory explores how people use messages to generate meanings within and
across various contexts, cultures, and channels. Theories include the Shannon-Weaver Model,
Berlo’s SMCR Model, and Schramm’s Model, each addressing elements of communication
dynamics.
5.5 Analyze the Communication Process in Detail
In-depth analysis includes examining:
- Effective message formulation.
- The role of context and feedback.
- The impact of noise and barriers.
- The channels of communication utilized.
6.0 Direction of Communication Flow
Communication flows in various directions:
- Internal Communication:
- Vertical: Flows between different levels of an organization (upward or downward).
- Horizontal: Flows among peers and across departments.
- External Communication: Involves interactions with individuals or organizations outside the
company
7.0 Differentiate Between Interpersonal and Intrapersonal Communication
- Interpersonal Communication: Interaction between two or more individuals, involving
verbal and non-verbal exchange.
- Intrapersonal Communication: Internal dialogue within an individual, involving self-
reflection and personal understanding.
7.1 Classify Communication Variables
- Content: The subject matter of the communication.
- Source: The originator or sender of the message.
- Channel: The medium through which the message is conveyed.
- Received Message: The outcome of the communication, as interpreted by the receiver.
- Effect: The impact of the communication on the receiver, such as a change in attitude or
behavior.
This comprehensive overview should serve as a thorough foundation for GNS 102
communication studies, covering the essential elements of communication, grammar, writing
skills, and the nuances of effective interpersonal interaction.
