Assignment

Communication Skills
( GROUP 1 )

Lecturer Name : Ms . Priya

Submit Date : 23 - 09 - 2013

Group Information

STUDENT NAME: Sutharman s/o Padmanathan

STUDENT ID: 13 18222-BJ
INTAKE CODE: FBIT 0613 F
TELEPHONE NUMBER: 011- 16855101
EMAIL ADDRESS: sutharman99510@yahoo.com
LECTURERS NAME : Ms . Priya

STUDENT NAME: Sheila April a/p Savari Muthu

STUDENT ID: 13 18070F FBIT
INTAKE CODE: FBIT 0413F
TELEPHONE NUMBER: 017-6655040
EMAIL ADDRESS: XxSheilaAprilxX@gmail.com
LECTURERS NAME : Ms . Priya

STUDENT NAME: Jaya Rubini a/p Sambanthan

STUDENT ID: 13 18201-BJ
INTAKE CODE: FBIT 0613 F
TELEPHONE NUMBER: 016- 5258240
EMAIL ADDRESS: rubini.rubi23@gmail.com
LECTURERS NAME : Ms . Priya

STUDENT NAME: Syazni bt Hamzan

STUDENT ID: 131 8232-DF
INTAKE CODE: FBIT 0613 F
TELEPHONE NUMBER: 017-5042656
EMAIL ADDRESS: syaznihamzan@gmail.com
LECTURERS NAME : Ms . Priya

STUDENT NAME: Kishen a/l Alex Maran

STUDENT ID: 13 1318068FBIT
INTAKE CODE: FBIT 0413
TELEPHONE NUMBER: 016-7423051
EMAIL ADDRESS: kishen_alex@yahoo.com
LECTURERS NAME :Ms . Priya

Question 1
Question 1 : Observe a conversation between two people who are doing more than
exchanging small talk.
Write a one page description about what you noticed. You should include a
desciption of any non-verbal, listening or speaking skills which you read about
in the communication skills course work that you noticed in the conersation.
For example: Did their posture suggest attentiveness? Did you notice anyone interrupting?
Did you see active, involved or detached listening? What about the rate of speech?
What can be seen between the two individual from the conversation is barrier in language.
The encounters occur obviously due to the differenses of language spoken. At the beginning
of the conversation both of them began by greeting each other, frequent eye contact between
the two of them, general discussion on the weather, food and family as both individual comes
from different background and country. The beginning verbal phrase went amiably. Verbal
communication is an interaction between two or more people by speaking and effective
listening. At beginning both individual were active listeners and effective speakers, despite
the language barrier the individuals were continually responding towards each other. As the
conversation continues, from the observation made, multiple facial expressions were
expressed between the both of them. This is a nonverbal communication. Nonverbal
communication is a method of conveying messages without the need of speaking such as
body movement and body language, facial expression, eye contact, and proxemics. As these
incidents take place both individual begin to resemble detach listening. Both acquaintances
unease were caught portrait through the many expressions made. Example, Individual A and
Individual B was discussing on a topic regarding to the current election poll. Individual B
could not state any comments regarding to the issue discussed. Numbers of facial expressions
were detected, such as awkwardness, embarrassments and anger. The body posture were
unequivocally in closed posture means there is discomfort, unenthusiasm and lack of interest.
In the proxemics studies which is the study of personal space, four distances have been
categorized such as intimate distance(0-45cm), personal distance(45cm-1.2m), social distance
(1.2m-3.6m)and public distance(3.7m-4.5m). From the observation made, the right category
for the two individual will be personal distance as the distance range between them were
between 45cm 1.2m. The conversation ended with an interruption. A group of course mates
approach and both individual uses the nonverbal way of communication by giving hands and
ending up their conversation. From the observation, the rate of speech between the two
individual
is
above
average.

Question 2
Question 2: You have arranged to meet your colleague John for coffee in the evening.
However, you have just heard that you must go outstation immediately on urgent business.
Telephone John and
Tell him you wont be able to meet him
Tell about the urgent business
Fix another tentative date
Answer :
Me : Hello, Is this John?
John : Hey yes John here. May I know whos on the line?
Me : Hey John. Its me Jacob. Am I calling at a bad time? Because I have something to talk
about.
John : Youre lucky, Im on my lunch break. Tell me what you want to talk about.
Me : Its about our meeting this evening.
John : What about it. You are coming right?
Me : Sorry to say John. I have to cancel our meeting this evening.
John : Why? What came up until you have to cancel our meeting?
Me : Its just that I have to go outstation immediately on an urgent business. I just found out
about it early this morning. So thats the reason why I had to cancel the meeting this evening.
John : Sure. Is there anything we can do about it?
Me : Dont worry John. We will set another date for our meeting.
John : No problem.
Me : Next Thursday, same time, same place?

John : Ill see you there.

Me :Will be expecting you. Thank you, John.
John : Youre welcome. Will talk to you soon..
Me : Bye.

Question 3
Question 3 : benefits of effective communication in an organization and what are the
differences between verbal and non-verbal communication?

Answer :

Verbal Communication

Verbal communication is exchange of word when communicate with people, like when you
are having a conversation or speak on the phone and so on .
The sharing of information between individuals by using speech and to affectively use that
employs.
Language is easier to control and study, more structured and more deliberate so easier to lie
and to effectively communicate verbally.
Language can be used in written form to communicate with other people and can also be
difficult to interpret but generally can be more specific and be manipulated.
It can be used to express emotion too and acquired naturally but is taught to some extent.

Non-verbal Communication

Non-verbal communication has been defined as communication without words where action
speaks louder than words.
Non-verbal communication is communicating without the exchange words and its important
to control yourself nonverbally.
It is difficult to control so truthful often, less structured and harder to classify and hard of
hearing of deaf.
Basically it is sending and receiving message in a variety of ways without the use or verbal
words.
It has to be face to face but difficult to interpret and can result in stereotyping.
Can only communicate a limited range like no sense of past, future , abstract concepts.
Non-verbal communication was express attitudes and emotion but more spontaneous.
Non-verbal combine with verbal communication can be interpreting in different ways.
Non-verbal communication can makes conversation short and brief.

Question 4
Question 4 : Design a job application form for TMC Education College, taking into
consideration the carious sections you will consider when designing a form.

TMC EDUCATION COLLEGE- JOB APPLICATION

Affix recent picture

here

1. Please fill in the form in BLOCK letters.

2. No space should be left blank.
3. Please attach copies of relevant documents/ certificates in support of the application.

PERSONAL INFORMATION

Date of Application:

Name:
NRIC No. :

Gender:

Nationality:
Marital status:

Race:
Single

Married

Religion:
Separated/ Divorced

Position applied:
Mailing Address:
City: ______________________ State: ____________________ Zip: ______________
Social Security Number: _________ - _________ - __________ Birth date: _________
Contact Number: (House) _____________________ (HP) _________________________
How did you find out about this offer? : _______________________________________
Date available for work: _________________ Salary required: _____________________

FAMILY BACKGROUND ( Parents, Siblings & Children)

Name

Relationship

Age

Gender

Occupation

EDUCATION BACKGROUND
Qualification

School/
Institute of
Higher
Learning

Area of Study

Grade obtained

Graduation
Year

PROFESSIONAL CERTIFICATION/ TRAINING ATTENDED

Name of Certification/
Training

Date Obtained

Validity

LANGUAGE PROFICIENCY
Language
English
Bahasa Malaysia

Excellent
Excellent
Excellent
Excellent

Speaking
Good
Good
Good
Good

Fair
Fair
Fair
Fair

Excellent
Excellent
Excellent
Excellent

Writing
Good
Good
Good
Good

Fair
Fair
Fair
Fair

OTHER INFORMATION
1. Do you hold the valid driving license?
If yes, please indicate TYPE: _______________________

Yes

2. Do you have your own transport?

If yes, please indicate
Motorcycle

Yes

No

Yes

No

Yes

No

Yes

No

6. Have you ever been declared bankrupt?

Yes

No

7. Are you suffering from any prolong illness, mental disorder or physical
impairment?

Yes

No

8. Are you bound by any bond to serve the government, or any organization?

Yes

No

9. Have you previously applied for a job in TMC Education College?

If yes, please indicate:

Yes

No

Car

No

Others: ______________

3. Have you been dismissed or suspend from any position?

If YES, Reason___________________________________
4. Have you ever been charges and/or convicted in any Court of Law?
If YES, Reason___________________________________
5. Are you active in any business undertaking, including family business
If YES, please state the detail:________________________________

If YES: please state the detail:______________________________________

Company : _____________________ Position: __________________ Year: _______________

10. Have you been previously employed by TMC Education College?
If yes, please indicate:

Yes

No

Yes

No

Company : ___________________ Position: __________________

Duration:________________
11. Do you have friend/relative working in TMC Education College?
If yes, please indicate:
Name : _____________________

Position

: __________________

Company : _____________________ Relationship: __________________

12. Please state your leisure interest, hobbies: _________________________________

DECLARATION
I voluntarily give TMC Education College the right to make a detailed background checking
of my past employment and activities, agree to co-operate and release from all persons,
companies or corporations supplying such information.
I hereby declare that the information given by me in this form is true and accurate and that no
pertinent details have been withheld.
I fully understand and accept that if at any time after engagement, it is found that a false
declaration has been made in this form, the college has the absolute right and sufficient
grounds to terminate my employment with immediate effect without notice or compensation.

_____________________
NAME

_______________________
SIGNATURE

_____________________
DATE

FOR OFFICE USE ONLY

We seek your approval to offer the following term:
PR Number : ____________________________
Interview Date : _________________ Interviewed by : ____________________________
Job Title : _______________________ Job Grade : ____________________________
Commencing Salary : _________________________
Allowance (If any) : __________________________
Joining Date : ____________________ Company : __________________________
Section : ______________________________ Department : ________________________
Reporting Manager : _______________________________
Remarks :
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Approved by:
Level 1 Approval

Level 2 Approval (If Applicable)

_____________________
Name:
Position:
Date:

_________________________
Name:
Position:
Date :

Question 5
Question 5: What are some tactics used by the managers to overcome certain problems?
Suggest suitable new tactics to overcome the communication problems.

Answer :
1. Always use a language that fits the audience.
Do not use a very strong language that will confuse the workers. Use simple language that is
easier to understand. If a strong language is used, it will confuse the workers about what we
are talking about.

2. Emotional state and body language.

While we are trying to communicate, we should always control our body language and
emotions. He/she should not show their unsatisfactory to the receiver as they might
misunderstand and further causing an arguments.

3. Face to face meeting.

Managers should often meet with their workers face to face rather than meeting with them
in a group. By this way the manager could convey his message to the workers in a clear and
efficient way. Workers could communicate well in a face to face communication as the talk is
focused to a single person which does not allow them to be distracted.

4. Always ask for feedback from the workers.

Make sure after every meeting a feedback session is to be held so that the managers could
see how much of his message is understood by his workers. Managers should clarify what
their workers understood from this meeting.

5. Visualization.
Not all communication is in the form of speaking. Managers should create a slide or power
point to attract their workers attention to listen to their message. Hand-outs are also useful to
refer from time to time.

6. Seating arrangements.
Equally important are the listeners' seating arrangements and their physical comfort level,
since sitting in the back row of a large auditorium may prevent a listener from hearing the full
presentation and thus causing them to be distracted to do other things.