Communication & Scholarship (CSC 101)Assignment 1
1.Discuss any three types of communication and show how they apply to any organisation of your choice. (25)
2.You have been selected to participate in a workshop on HIV/AIDS at the workplace. Explore any five categories of non verbal communication that you would use for effective communication (25)
The three types of communication are written messages, verbal messages and non verbal messages.
Written messages are most appropriate when information has been distributed to a large number of people at scattered locations and when a record of what was sent must be kept.
Written communication should be complete, clear, courteous (use appropriate tone, create goodwill by avoiding hateful language ), concrete (use facts and figures), correct that is use correct language level, in writing one must master nouns, pronouns, adjectives, adverbs, prepositions, conjunctions, articles and interjections these are parts of speech, clarity (use appropriate terms). The writer or speaker should consider the what? – message / subject, why?- reason, when?-date, relative time, How?- manner / process, where? – setting, who?- consider the receiver.
Businesses use many forms of written messages such as reports, memoranda, letters, and newsletters.
Memorandum : it is a communication sent by one person to one or more collegues within the organisation about a matter affecting the operations of the enterprise. It is a note / record for future use, written to someone to remind someone about something. Communication is at peer to peer level and super ordinate to subordinate level.
Memoranda are an internal document to communicate between working collegues that serves as a means of conveying instruction, drawing attention to some situation or some possible relevant situation, a protective measure and a suggestion concerning some aspect of a project which merits consideration.
Writing a memo
A memo has the following components,
Heading: this includes the title memorandum it may also include additional guides such as department, location, telephone, extension.
The “To” line- depending on the degree of formality or informality in the organisation the job title can be included. If the writer want to show respect salutation can be included, Mr, Mrs, Ms, Miss e.g. Mr B Mikaso (Chairman). A distribution notation can be printed at the bottom of the memo.
“From”- for identification purposes the writer may include a job location, title, telephone, extension, department e.g H Mlambo Secretary, Legal Department, Room 513 ext 243
Date- the date should be written as it makes the place of your memo clear in a sequence of correspondence. Should a dispute arise it can be used to resolve the issue that is you informed the recipient before or after some action was taken.
Ref - short for reference. It may be a file reference or simply your initials that you want to link the memo with.
A subject heading- the subject of the memo should be expressed as briefly as possible. The heading saves space and adds efficiency to the communication by making the topic clear immediately.
Message- it does not include a salutation. It aims at getting straight to the point by passing on information to a colleague economically and efficiently.
Signature-write down the initials or the full names typed below the message.
To: Assistant ManagerDate:15/12/2009
From: S Mlambo, General ManagerRef:SM/AM
SUBJECT: REDECORATION OF RECEPTION AREA
The reception area will be redecorated during the week beginning 3 Januaryand staff will not be able to work there.
I’ve arranged for staff to work I the second floor conference room for one week. Please inform everyone involved of the arrangements.
Managers communicate verbally (orally and in writing) more often than...