7. Read the following passage and then answer the question A long time ago communication was very difficult. People had to travel long distances to convey messages. Roads were quite impassable and there were no reliable means of transport. It took a long time for one to travel from one part of the country to another. Whenever one heard the beating of a drum or saw smoke, they would tell there was need for them to gather.
Travelling from Nairobi to Kisumu would take a number of days. Imagine you were admitted to a school of your choice but all vehicles went on strike on opening day and yet you had only that day or you would be replaced, or that someone fell sick and needed to see a doctor!
Owing to this and many other reasons, a group of companies came up with an interesting idea. With the increased movement of people, there was need to connect people to the existing telephone networks in better ways. They scrutinized the existing telephone networks and developed a small handset or mobile phone that offers nearly everything you need. This has proved to be very useful to many people. However, in order to avoid offending others, we need to keep the following suggestions in mind.
First of all, unless your call is urgent, make it at a time that is convenient for the other person. In most cases avoid making calls early in the morning, late at night, or at meal-times. It is quite expensive using a telephone; therefore, it is necessary to avoid irrelevant information such as, 'It is now raining heavily, our cow has calved or my aunt has a new hairstyle.'
Check the number you are calling and be sure to touch or dial carefully. If you do not recognize the voice that answers the phone, give the number you are calling and ask if you have reached it. lf you have made a mistake, apologize for the inconvenience caused. Allow time for someone to answer tbe phone, probably let the phone ring at least six to ten times. This gives the receiver about eighteen seconds to reach the phone.
When someone answers, identify yourself and state your purpose, as many people become anxious when a caller does not give his or her name. Speak clearly, pronounce words carefully and vary your pitch and loudness, as it is difficult to distinguish between some sounds on the phone than it is in person. Avoid monopolizing the phone as this may inconvenience the person you are talking to.
Just as there are procedures to follow when making a social call , so are there when receiving it. Answer appropriately by saying 'hallo' and wait for the caller to speak. If the caller is unknown, be cautious about disclosing personal information. You might ask, 'Who is speaking, please?' or 'What number are you calling?' Respond to the situation. If the person whom the caller wishes to speak to is not available, offer to take the message. Record it and post it where it can be seen. If a person seems confused, or demands your name or number, ask, 'What number are you dialling?' If misdialled, say, 'I'm sorry, you've reached the wrong number.'
Finally be honest but courteous. If you are short of time or are expecting another call, tell your caller. To avoid being rude, you might provide a brief explanation such as, 'Juma. I have just sat down to eat dinner, can I call you back in about an hour?' or 'Mary, l have enjoyed talking to you but I need to go now. My brother wants to use the phone to get some information about an assignment.' With this information, l'mn sure you'll enjoy using your phone. (Adapted from Special Speech/or Effective Communication. Second Edition, 1994, Holt Renebart and Winstein Inc.)
From the first paragraph we learn that