◄UNIT 3:Sport and LeisureUNIT 5:Personal Finances►

UNIT 4: Effective Communication

  • UNIT 4: Effective Communication

    Key unit competence: To be able to use various sources of information
    to construct and disseminate knowledge.

    Introduction
    This unit is about communication as a process, its various forms and aspects

    that make it effective.

    Activity 1

    1. In pairs discuss this scenario: Imagine that you are the Director of a
    school and you would like to inform your students with all the details
    that there will be an event taking place, how would you effectively do
    this?
    2. You want to tell your best friend that you are not happy about the
    way he/she has been spreading gossip about you. How would you

    communicate your feelings about the matter?

    From the discussions, it is clear that any time someone wants to communicate,
    they will look for ways to express themselves in the most effective way. The
    appropriate language combined with facial expressions and gestures are
    combined in delivering the message. No matter what type of message is
    being communicated, the objective of all communication is to ensure that
    the message is effectively expressed and well understood. Expression can

    manifest itself through body language, signs, words or emotions.

    This unit aims to enable the learners to:

    1. be able to express themselves effectively.
    2. understand messages communicated by applying proper listening skills.
    3. respond appropriately to messages.
    4. demonstrate understanding of both verbal and non-verbal messages sent
    by others.

    5. be sensitive to the other people’s feelings when communicating.

    4.1 Forms and ways of communication

    Activity 2

    In groups discuss the following:

    1. Imagine that you have been given homework to find out your
    community’s historical background and the cultural beliefs that
    characterise it. Which would be the most appropriate way of gathering
    this information?

    2. Imagine that you have been asked to find out the history of Rwanda.

    How best would you gather this information?

    From your discussion you are likely to encounter two sources of information;
    information that is communicated verbally or through non-verbal
    communication. Oral communication is that which is verbally communicated,
    while non- verbal is that which is communicated by other means other than
    verbal. These include; written and recorded messages, online information,
    expressions such as gestures, tone of the voice, touch, smell and body

    motion; creative and aesthetic symbols that represent certain meanings.

    Activity 3

    1. From your previous discussions in Activity 1, outline the various ways
    through which you would acquire information.
    2. Which of those would be the best or most effective means of

    communication for each of the assignments and why?

    You have most certainly listed ways to communicate such as making a phone
    call or sending a short message, writing a letter or face-to-face communication.
    These can be categorised in two main forms of communication: verbal and
    non verbal communication.
    Verbal communication involves spoken words while written communication
    involves written words.
    There are various ways of communication: oral, written and recorded/
    offline communication. These are called hard ways of communication.

    Online communication is a soft way of communication.

    4.1.1 Verbal communication

    Verbal communication includes sounds and words. Language is said to
    have originated from sounds and gestures. There are many languages
    spoken in the world. Language is part of the cultural system of a society.
    Verbal communication is an effective way of communication and is again
    classified into two types: interpersonal communication and public speaking.
    Interpersonal communication involves two or more people interacting in
    a communication process while public speaking is whereby an individual

    addresses a group of people.

    4.1.2 Non-verbal communication

    Non-verbal communication includes: written information, dancing, sculpturing,
    symbols, sign language, body language, body posture and physical contact,
    like shaking hands, pushing, etc.
    Broadly, non-verbal communication can be categorised into two categories

    as shown below.

    (i) Written communication

    This is practised in many different languages and forms. It can be in the form
    of emails, reports, articles, memos, notes, etc.

    (ii) Visual communication

    This is the display of information like topography, photography, signs,
    symbols, designs, television and video clips. It involves offline recording.
    Effective communication is key for the success of businesses. Informally
    too, little can be achieved without proper communication. It is therefore a
    necessary skill of life.

    There are more media of communication today as technology advances and

    this should increase the effectiveness of communication processes.

    Exercise 1

    1. Explain the meaning of the following terms:
    i. Communication
    ii. Forms of communication

    2. Explain the different ways of communication

    4.2 Effectiveness of communication

    4.2.1 Speaking and listening

    Activity 4

    In groups, discuss how abstinence is one of the most effective methods
    of curbing the spread of HIV and AIDS epidemic in Rwanda. Note down
    the points you have discussed and present them to class. Make sure to
    have a set of questions on your presentation to find out whether you have

    communicated effectively

    From the above activity you realise that the group discussion had to involve
    active interaction of all members of the group. For a speaker to communicate
    effectively in a way understandable by other members, he/ she has to have
    communication skills. In the same way, for the other members of the group
    to understand the message, they have to be good listeners. Being a good
    listener involves:

    1. Using and recognising body language and non-verbal communication
    2. Taking control of emotion and attitude, in a way that doesn’t interfere
    with the interpretation
    3. Eye contact and attentiveness that shows interest to the topic being
    discussed
    The process of communication is what allows us to interact with other people.
    Without it, we would not be able to share knowledge or experience with
    others. Therefore communication is a process of appropriate transmission,

    reception and feedback of information.

    Exercise 2

    1. Let class members take turns to say the advantages of technology
    advancement.

    2. Debate on its contribution to better education.

    4.2.2. Writing and reading

    Activity 5

    Choose a piece of writing from the newspaper. Read and summarise it.
    The relationship between writing and reading is undeniable as without one,
    the other cannot exist. Unless what is written is read then it is useless. One
    cannot read unless writing takes place. Since writing is the act of transmitting
    knowledge; we must have information to share before we can write it.
    Therefore reading plays a major role in writing. Effective writing allows the
    reader to thoroughly understand everything the writer is saying.
    Effective writing involves; readability and good choice of words. Readability
    entails proper use of words, sentences and paragraphs to ensure clear
    communication of facts and ideas. Good choice of words, on the other hand,
    ensures that the reader does not get bored by maintaining interest.
    For effective and efficient reading, observe the following:

    • have clear reading goals
    • choose the right texts to read
    • use the right reading style; can be skimming, scanning or any other
    appropriate style depending on your goals
    • take notes while reading
    Learning to read and communicate is very important as it is the most
    appropriate way to gain knowledge.

    Exercise 3

    Write a one page essay about the importance of friendship and give it to

    your desk mate to read.

    4.2.3 Feedback in effective communication

    Activity 6

    In groups, discuss why it is important for the teacher to find out from
    the students whether they understand what he/she is teaching. How can

    students show that they understand?

    You have discovered that people are happier when communication is clear
    and effective. The same is true for businesses, schools and homes. There is

    peace and order when communication is effective.

    Businesses thrive or fail depending on how well information circulates within
    the organisation. This means that feedback is central in all communication
    as it ascertains whether the communication process was successful or not.
    Feedback gives people specific goals to reach for and reinforces productive
    behaviour, encouraging them to look for ways to improve based on the work
    they are already appreciated for.

    Effective feedback has benefits to the sender as it helps to know whether the
    message was well understood or not.

    Exercise 4

    Cite an example of communication where feedback is very important.

    4.3 Representation of elements of communication in the form

    of a cycle

    Activity 7

    How would you describe the transmission of a message from one person
    to another or to a group of people?
    The process of communication involves the following elements:
    1. Sender: This is the person who encodes the message to be communicated.
    2. Channel: It is the medium through which the message is to be
    communicated. It can be written, radio, oral etc.
    3. Message: This is the information being communicated.
    4. Receiver: This is the person to whom the message is directed and who
    must decode the message and have feedback to send back to the sender.
    5. Feedback: It is the response given by the receiver after decoding the
    message. In this case, the receiver becomes the sender..

    The cycle continues as the sender is involved in decoding the feedback and

    encoding another message in response to the feedback.

    This can be shown in a diagram as seen below:

    k

    Both the sender and the receiver should have communication skills for
    effective communication to occur. These include:
    i. listening to others (receiving)
    ii. asserting/expressing information clearly(sending)

    Exercise 5
    Make a visual representation showing either a cycle diagram or a chart
    presenting the elements of communication.

    In all these elements, there can be hindrances such as noise and language
    barrier. Barriers to communication can lead to misunderstanding of the
    message. The following diagram illustrates how various factors can hinder

    effective communication between a sender and a receiver.

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    Barriers to effective communication
    Exercise 6

    State five barriers to effective communication.
    4.4 Reading and summarising texts and books

    Activity 8

    Read the following text.

    Uwase, who is a secondary school student, has so much to communicate
    to her parents about; she has lost her uniform, needs games wear, has
    a cold and also forgot her dictionary at home. Apart from these, Uwase
    is curious about her aunt’s wedding which took place while she was at
    school. Imagine that you are Uwase and have gotten an opportunity to
    send a short message to your parents. Write a one paragraph message

    highlighting the most important items.

    A summary gives the most relevant information of a text but in a condensed
    form. For example, a whole paragraph can be reduced into a simple sentence
    or a long complex sentence into one or few words where possible. For
    example, in the case above, there is so much Uwase can say to her parents,
    but she has to filter the information into a short message that communicates
    what she feels is the most important.

    In most cases you are likely to have a long text, from which you are supposed
    to write a summary. When summarising a text, consider the following tips.
    Key points in summary writing:

    i. Skim the text (go through it to know what type of a text it is and note its
    subsections e.g. paragraphs)
    ii. Read it again highlighting important information while taking notes
    iii. In your own words write the main points of each section (can be a
    paragraph, a verse etc.)
    iv. For each main point, write a key support point avoiding details such as
    examples.
    v. Read your summary to see it flows and includes all the main points.

    4.4.1 Features of a good summary
    i. It should contain all the important facts.
    ii. Length should be 1/3 of the text.
    iii. The language should be simple and clear.

    iv. The order of ideas in the summary should not differ with that of the text.

    Exercise 7

    Suppose you were assigned to read the text “The Umuganda” below.
    Following the guidelines outlined above, highlight the major arguments

    and develop a summary of the text.

    Community life is important as it givesk
    members of a society belonging. People
    share the burdens of one another
    and enjoy the unity of togetherness.
    When people come together, there
    is no problem that is insurmountable
    because the weight of every problem
    lies on the shoulders of many people.
    This is why Umuganda in Rwanda is a

    cultural practice that has had so much significance in the society

    Umuganda began in 2007 and it means contribution. It was a practice
    where Rwandans met and solved challenges like building houses for the
    homeless, cleaning up, discussing issues and coming up with amicable
    solutions.

    Everyone including parents, private and government officials including
    the president gather in various places to clean the city or get involved in
    community projects. On this day, all shops remain closed from 7 a.m. to
    11 a.m. and everyone is expected to participate. After the cleaning, there
    is always a public lecture from attending officials or government partners.
    The cleanup is an exercise done around the country. It has moved from
    being a government responsibility to the community who take it as their
    own obligation.

    It is a practice that has changed the face of Rwanda and the country is
    now considered one of the cleanest in Africa, developing at a very fast

    rate. Roads are well organised, cleaned up and clearly marked. Apart from

    cleaning, Umuganda also encourages safety for Rwandans by agreeing
    on safety measures that road users must observe. Motorbike taxi drivers
    all wear helmets clearly marked with an extra for their passengers. All
    drivers are expected to adhere to traffic rules

    If other African countries emulated Rwanda, there would remarkable

    progress in the entire continent.

    4.5 Project writing
    4.5.1 Steps in project writing

    The following are the steps followed when writing a proposal:
    1. Identify topics of interest.
    2. Look for sources of information (library, internet, people.)
    3. Make notes.
    4. Make a plan/sketch.
    5. Write the first draft of the project.
    6. Write the final draft after editing.

    7. Present your project to the relevant authority.

    Activity 9

    In Activity 1 on types of communication, you discussed how to gather
    information. Question one involved gathering information on the cultural
    background of your community, while the second question required
    gathering information on your national history. In this activity, you will
    carry out the actual research by practically gathering this information.
    Subdivide your group members into two and let one group do the first
    question while the other group does the second question. Then present

    your findings to the class.

    The students doing the first question will find it necessary to conduct
    interviews with the older members of the community as they are better placed
    to give information on the cultural set-up of the society. While gathering this
    information, how you record it is of great importance. One, you might decide

    to do a tape recording or take notes as the interviewee speaks.

    Information on the second question which is about the history of Rwanda is
    likely to be found in history books or from the Internet.
    After gathering all the relevant information, the next step will involve writing
    a report of the findings which should be properly presented after undergoing
    editing. The sources of the information must be acknowledged in the final
    report.

    Note that when choosing a topic to research on, the following questions are
    important to consider:

    i. Why undertake the research?
    ii. Will the research add on to the knowledge that is already there? This
    is important in avoiding repeating research that has already been done.
    That is why it is necessary to read on the topic before gathering data/
    information.
    iii. Will I provide the answer to an important practical or significant problem
    such as environmental sustainance?
    iv. Which is the best way to gather relevant information on the topic I am
    researching on? It is important to note that information can be obtained
    from any credible source depending on the topic. A source can be primary
    or secondary. Primary sources include first hand information such as one
    - on one interview or telephone interviews, observation and focus groups
    while secondary sources include; written material, videos, recorded

    sounds among others

    4.6 Extended work

    As an individual, carry out a research project on school dropouts within your

    community in relation to gender.

    4.7 Unit summary

    Forms of communication

    • Verbal communication
    • Nonverbal communication – written and visual communication

    Ways of communication

    • Hard ways: oral, written and recorded/offline communication.
    • Soft ways: online communication such as emails, faxes and social media

    texts.

    Elements of communication

    1. The sender            2. The channel
    3. The message        4. The receiver
    5. The feedback

    Features of a good summary

    1. It contains all the important facts.
    2. It is a third as long as the original text.
    3. It uses simple and clear language.
    4. Ideas flow smoothly and are orderly.

    Steps in project writing

    1. Identify topics of interest.
    2. Look for sources of information (library, internet, people.)
    3. Make notes.
    4. Make a plan/sketch.
    5. Write the first draft of the project.
    6. Write the final draft after editing.

    7. Present your project to the relevant authority.

    4.8 Test your competence

    Read different texts on the different challenges students face in learning
    English especially as a second or foreign language. Interview fellow students
    on the challenges they face when learning English. Thereafter, write a
    composition on the topic ‘Challenges of learning English in my school’.
    At the end of your composition, show all your sources of information and

    indicate the references used.

    ◄UNIT 3:Sport and LeisureUNIT 5:Personal Finances►