COMMUNICATING EFFECTIVELY IN SPOKEN ENGLISH

IN SELECTED SOCIAL CONTEXTS

1.0 WRITTEN REPORT

1.1 INTRODUCTION

Introduction: importance of speaking English for study and work purposes

MASTER ENGLISH, urges Dr.Mahathir

“Don’t be pseudo-patriots and refuse to learn because the reality is that we need

to be conversant in English. We will not be sacrificing anything but we will be getting

something more.”

Stressing that mastering English would not be at the expense of Bahasa Malaysia,

Dr.Mahathir said: “I am a nationalist and I am one even though I am saying this in

English.”

“We need to acquire skills and we cannot do so with just Bahasa Malaysia.

While we should preserve the national language, we need English to progress.”

He said the Chief Secretary to the Government would be asking all government

departments to organize English course”

(Excerpt taken from New Straits Times, Friday, May 30, 2003)

English is an important tool for today’s communication. It is the lingua franca

of the world. English makes it possible for people who do not share the same mother

tongue communicate with each other. Although there are many other languages used

to communicate, English is the most widely utilized especially for education and work

purposes. According to Dr. G. Manivannan (2006), English is the official language of

air transport and shipping; the leading language of science, technology, computers,

and commerce; and a major medium of education, publishing, and international

negotiation. This shows how important English is in today’s world. Even the global

World Wide Web is ninety nine percent in English. If we do not know English then

we are keeping ourselves away from half of the world's knowledge.

Since English is an international language, it is easier for a person to learn and

understand it for proper communication. Those who always travel or have foreign

clients will find that fluent in English would be an advantage and help a lot in their

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work. However, speaking fluently in English does not help in communicating

effectively with other people. We have to know the basic principles of oral

communication so we can relay our information and get the information that we want

from other people. We also have to know various forms of oral communication in

English. This paper will discuss about how oral communication works, interpersonal

communication, small group communication and public communication.

1.2 HOW ORAL COMMUNICATION WORKS

Communication plays a major part in our life. Most of the time, we have to

communicate with others to deliver what we want to express and receive respond

from them. According to Oxford Advanced Learner’s Dictionary (1995),

communication is a process of exchanging information with somebody and to make

somebody’s idea or feelings clear to someone else. This can be done verbally or none

verbally. Nowadays, communication is not only done in our native tongue but in other

languages too in order to receive information from other places. For Malaysia,

English is widely used to communicate with people from other country especially

regarding information on education and work purposes.

There are six elements in communications.

a. The communicators

The communicators involve two or more people sending messages to and from

each other.

b. The message

This is the information that wants to be relay to the other person not only in

the terms of speech but also the non-verbal messages such as the body

language, body posture or face expression. It can help the receiver to

understand more about the message conveyed.

c. Noise

Here, noise refers to any distortion to the messages relayed cause by physical

disturbance (sound) or the use of complicated jargon, inappropriate body

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language, inattention and cultural differences between the sender and the

receiver.

d. Feedback

Feedback is given by the receiver subsequent to the message delivered. It

shows whether the message is accurately received and also the receiver

reaction. The feedback can be in verbal form or non-verbal form.  Feedback

allows the sender to regulate, adapt or repeat his/her message in order

to improve the communication. 

e. Context

Communication is also depended on the context in which it takes place.

Besides situational context (place where the communication occurs), we have

to take into account the social aspect (roles of the participants), emotional

climate and also participants expectation.

f. Channel

Last but not least is the channel which refers to physical means of how the

message is transferred from one person to another. It can be face to face or by

using today’s technology such as video call.

Now let us discuss the three communication models in this paper. The first

model is the linear model. This is a one way model to communicate with others where

the sender encoding a message and channelling it to the receiver in the presence of

noise. However, this theory assumes that there is a clear cut beginning and end to

communication. It also displays no feedback from the receiver. Example of this model

is a letter or text messages.

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Figure 1.2.1 Linear Model

Two linear models stacked on top of each other is known as interactive model.

For this model, the sender relays a message to the receiver and the receiver then

becomes the sender and relays a message to the original sender. This model has added

feedback, which shows that communication is not a one way but a two way process. It

also has “field of experience” which includes our cultural background, ethnicity

geographic location, extend of travel, and general personal experiences accumulated

over the course of your lifetime. However, the feedback is not simultaneously. Instant

messaging is an example of interactive model.

Figure 1.2.2 Interactive Model

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Transactional model recognizes each participant as a sender and receiver, not

merely a sender or a receiver. The communication affects all parties involved. This

makes the communication fluid. 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. Example of transactional

model is when you are having a conversation with your friend

Figure 1.2.3 Transactional Model

1.3 INTERPERSONAL COMMUNICATION

Interpersonal communication is the process by which people exchange

information, feelings and meaning through verbal and non-verbal messages. This

mean we have to pay attention not only to the words spoken by the speaker but also to

their body language while sending the message. Gouran, Dennis, W.E. Wiethoff, &

J.A. Doelger (1994) say that interpersonal communication differs from other forms of

communication in that there are few participants involved, the interactants are in close

physical proximity to each other, there are many sensory channels used, and feedback

is immediate.

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There are three characteristics in interpersonal communication.

a. Communication from one individual to another.

b. Communication which is face-to-face.

c. Both the form and the content of the communication reflect the personal

characteristics of the individuals as well as their social roles and relationships.

Interpersonal communication is important to gain knowledge about another

person. By doing so, we can interact more effectively with them. It helps in predicting

what the other person thinks about, feels or do. This can be done pass passively, by

observing them; or actively, by having others engage them; or interactively, by

engaging them ourselves.

One of the functions of interpersonal communication is to help us better

understand what someone says in a given context. What we say can mean a different

thing depending on how a message is said or in what context. Content Messages refer

to the surface level meaning of a message. Relationship Messages refer to how a

message is said. The messages are sent at the same time but each affects the meaning

assigned to the communication.

Interpersonal communication is also needed to establish an identity. The way

we interact with others will construct the roles we play in the relationship and also the

self-image we present to others

Lastly, we engage in interpersonal communication because we need to express

amd receive interpersonal needs. There are three such needs identified by William

Schutz(3)

a. Inclusion is the need to establish identity with other.

b. Control is the need to exercise leadership and prove one’s ability.

c. Affection is the need to develop relationships with people.

How to develop an effective interpersonal communication? The most

important thing is to be a good listener. Be impartial while listening. Wait until the

other person finishes what he/she had to say before we give our response.

Treat people with respect and admire their views. The person or the audience

talking to you expects that you are involved in the discussion. That makes him feel

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comfortable and he can communicate in a much better way. Ignoring or not paying

attention to the other party sends a very negative signal and creates lack of

communication and often misunderstanding.

According to researchers, nonverbal communication forms more than half of

our communication. For effective interpersonal communication, it is crucial to

understand the value of body language. The way one speaks, voice modulation,

movements of hands and sitting/standing posture of our body convey a lot about our

confidence levels. 

While communicating and addressing people, you might encounter some who

do not agree with your views. We all can agree to disagree and so it is should never be

a problem. What you can do is, you can accept criticism as a part of life and just keep

giving your best. Criticism is not always negative. In fact, it conveys much about

areas where you need to improve and work harder. Being calm and composed while

debating and talking to peer groups is an essential part of effective interpersonal

communication skills.

Confidence in what you speak backed by immaculate facts and figures is

always a sign of good communicator. This is important for effective interpersonal

communication in the workplace because in office meetings, project discussions and

working schedules, if you have to present your views, confidence is very important.

Confidence stems from knowledge about the subject and your experiences. Standing

on your view point, even if you have to face some criticism is a sign of confidence of

a clear communicator. Being assertive always help, both in professional and personal

life.

Another aspect of effective interpersonal communication is being true to your

words. If one is not true to his own words, there is breach of trust and the flow of

effective communication is hampered. A person who values his words is always

looked up as a responsible communicator.

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1.4 SMALL GROUP COMMUNICATIONS

S. Panse (2011) defines a small group as usually consists of not less than three

and not more than 15 members. We cannot avoid working in team as it has been

found to be more effective and productive than a single individual doing it. When

there are three or more people working on an issue, there will be access to more ideas

and solutions for the project, of having more checking safeguards against any flaws in

the plan, and of being able to establish more network connections.

However, as there are more people working on the task, open and efficient

communication is a must between the members of the group. This will help for the

team to operate smoothly.

Team communication is important for the following reasons:

a. Project-related information needs to be shared

b. Each member of the team needs to be acquainted with the team goal and his/her

role in the team.

c. Each team member has specific skills and knowledge that must be utilized and

imparted to other members in the course of the work.

d. Any questions or issues about the project must be broached and shared in order to

solve them.

e. Any decisions taken must be imparted to all the members.

f. Effective and open communication lines create feelings of trust and of belonging

to the team. The more the members feel valued, the more dedicated they are likely

to be and this in turn makes it easier for the team as a whole to achieve its goals.

Effective team communication can be fostered by a mix of old-fashioned good

manners, good attention and open-mindedness.

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1.5 PUBLIC COMMUNICATION/PUBLIC SPEAKING

N. Papa(2011) defined public communication as sending and receiving of

messages on a large scale that impacts groups of people. For the communication to be

considered effective, the messages must be clearly and accurately sent and received

with full comprehension.

The purpose of public communication depends on the goal of the messages. It

is used to inform, educate and inspire the audience. Effective public communication

can moved the audience and motivated them to take action. It is able to relate to the

individual needs of listeners while speaking in masses.

Those who are good in public communication will benefit tremendously

especially in the modern world. Like it or not, at some point in our life, we have to

stand in front of strangers and deliver some speech. Accepting the fact quickly will

help us to be a step ahead of competition at work, home or around town.

By learning how to speak effectively in public, we will be able to increase our

self-confidence. Most people will try to avoid speaking in public but if we conquer

this fear, we will have the confidence to face future challenges.

Being excellent in public speaking helps us to be more comfortable around

other people, including strangers. Once we are able to greet and instructing an entire

room full of strangers, it will be easier to meet new individuals in more personal and

less threatening circumstances.

Public speaking will help with everyday verbal and non-verbal skills

especially for those who spend their time working with the written word. By doing

public speaking regularly, they can vocalise their opinion properly and confidently.

In this modern world, employers always look for someone who is good at

communication which includes public speaking. Public speaking ability is a true

career booster. Most people think that it is a skill relevant to overall job success.

We can make a difference to our home, work, community or even the world

by using public speaking effectively. What we share with other people can greatly

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increase the impact of our hopes, dreams, desires and goals for our lives and the world

around us.

People always look up to those who have great public speaking skills. It is a

great way to make a good impression on others and to help bridge gaps in

understanding, cooperation and set goals and objectives.

Public speaking is by nature important because it is a primary and powerful

avenue to give of yourself and to share with others in a profitable way. It is a perfect

avenue for compelling give and take that is hard to match any other way.

A good public speaker must have stage presence. We have to appear

confident, friendly, enthusiastic and energetic. We must have confidence in the topic

we are going to talk about. Make sure to choose a topic that we like and research it

well. People will get the message we want to deliver if we present it confidently. Do

not forget to smile because it is a sign of friendliness. Enthusiasm and energy will

follow naturally when you enjoy your topic and are well prepared.

Your voice is the most important tool you will use as a public speaker. One

key skill to improve the quality of your voice is to practice diaphragmatic breathing;

breathing from your diaphragm instead of your chest. Doing so will reduce the feeling

of breathlessness caused by speech anxiety. In addition, this type of breathing will

allow you to better control the tone (quality), pitch (high or low) and volume of your

voice.

Do not forget our body language while conveying our message. In general, we

should practice standing with a relaxed upright posture. Our hands should be at our

sides or clasped in front of us, unless we are making a gesture to emphasize a point.

Become aware of our facial expressions as well; they should match the message we

are delivering.

Our delivery is also very important. Speak slowly and deliberately as it should seem

too slow to you. Do not forget to pause between ideas. Carefully articulate and

pronounce our words and avoid filler sounds like "um" and "ah". Vary the pitch and

volume of our voice to add interest.

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Good public speakers are in tune with their audience. Public speaking is more

than standing in front of a group and talking. Acknowledge your audience right away

and begin talking as soon as all eyes are on you; similarly, if you need to set up

equipment, converse with your audience at the same time to keep their attention.

Make eye contact and watch for communication from the audience. Smiles and

nodding are good; fidgeting or confused looks may mean that you need to adjust what

you are doing.

1.6 CONCLUSION

It is clear, therefore, that communicating effectively in spoken English is

important as it helps to build meaningful relationship with other people. We have

looked at how communication works, different models of communication and skills

needed for effective speaking in different social context. It is not enough to deliver

our message to other people but we have to make sure that the person gets and

understand our message and give appropriate feedback. The way we deliver message

to other people is different depending on social context involves. Above all, in order

to minimise communication problems and to maintain an atmosphere of tolerance,

understanding and cooperation, we have to develop communication skills so that all

parties will have satisfaction in the relationship.

(2,925 words)

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