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Organizational CommunicationsTerm Exam Mid

Q1: What is communication? Elaborate. Ans.: Communication is definedthe process of sharing as by which messages produce responses . Communication the part of man is s inherent being. Communication is important as it is vit human interactions. the Since beginning time man has communicated utilizing various techniq of methodsAncient drawings, depicted on cave walls are . one of the earliest form of communication human has adopted. Early Indian American used different smoke sign . Communication then als to communicate advanced by the use of language and symbols. used drums to communicate with their tribe African Chinese used the towers of china wall e beyond the ysical to communicat ph boundaries space. of Story tellers ar the camp us animations, gestures and soundsicate with other people of ound fire ed to commun the tribes. all above mentioned best These are the examples early human of communication s.

Regaring Business d , Harold Janis (communication expert) said, business is the world of The world of action . Products designed made and sold. are , Peopleare hired. Services are rendered. Policies are devised and implemented. learned and performed. is no practical way ent J are obs Yetthere that these ev s can take place without any kind of communication. Q2: Explain Shannon s Model of Communication. List it drawbacks. Ans.: Shannons Model of Communication: In 1948 ,Claude Shannon, proposed a for Model Communication worked for Bell Telephone Company .He in USA and was concerned with the transmission of speech over the Warren Weaver in telephone line. association with Shannon wrote a preface for this model, which then was published Weaver saw the applicability of broademodel in thisrsphere than telephony just .Since then it has served as he basis for explaining the communication. t Message Signal Signal Message SOURCE ? SENDER ? CHANNEL ? REC VER ? DESTINATION EI Source Noise of SOURCE : The Brain MESSAGE : Idea, Thought SENDER : Transmitting Device (Mouth) CHANNEL : Medium of Transmission (Air) RECIEVER : Receiving Device (Ear) DESTINATION : The Brain

In communication, there,is noise which affects the mes sage when transmitted through a channel fro sender to receiver. Shannon proposed Building in Redundancy ws added the transmitted which a to message in order for it to be reliably detected at the be understood considering receiver model can .The the following: A personis the SOURCE. A He picks up the telephone handsetSENDERand dials the number. which is the On the other a person who is the side B DESTINATION picks up the ringing telephone which is s handset theRECEIVER .The Telephone line is through whichMESSAGE( CHANNEL the speech is erred ) transf .

Drawbacks (problem) in Shannon s Model: Shannon model of communication has several problems as a model for explaining the s communication : 1. It is one way (SENDER to.RECEIVER) 2. There is no feedback between the SENDER and the RECEIVER (non interactive) . 3. It does not translate appropriate to groups with many interactions. 4. It does not explain how the message is generated by the int SOURCE and by the erpreted DESTINATION.

Q5: What are the factors that affect the Credibility of Communicator? Ans.: TheCredibility Thecredibility is as the Audience defined s perception of the communicator. Credibility is affected by fi factors: a) Rank You may have higher credi if you are in a higher rank. : bility ( example if you are supervisor or if you are in some other position of power) For ; b) Goodwill: may have higher credibility if you are in good personal terms with t You person who didn t know the Audience all. at

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Organizational CommunicationsTerm Exam Mid

c) Expertise: you have a reputation of your ability in your field if you will be more effective communicator. d) Image: You would have a higher initialyou posses a good image of some kind or if credibility if belong to a group your Audience r Suchas a powerful committee or a well regarde espects most. company. e) Fairness: would have a higher initial credibility based on your you have You perceived Audience what your alues and standards. v

Q6: How a communicator can be more effective? Ans.: In order for you (the communicator)purposeful, appropriate, and believable by the st to be mo , you must first precisely state your what do you want to accomplish?). In other word (i.e., objectives. to analyze what you wa accomplish must set your objectives notions (unclear thoughts nt to ,you Vague first. represented general goals) are notand you must as specific as possible to be the mo as enough be effective communicator. unnecessary detail in this regard would waste your And any s and your Audience s time and weaken your effectiveness. In business you must specify both: i ) The response you want from your. Audience ii ) The specific means by which achieve to you plan response that .

Again, vague notionsenough; fact you complete the following sentence for specifyin are not in must objective exactly. As a result of thismy Audience will message, (For example: a result oftter, the Vendor will replace supplies the end of next As this le defective the by week.)

Moreover, you must adopt appropriate style of communication as mentioned in the re Business Communication by Mary Munter (1987) adopt TELL/SELLCONFER/JOIN Style ; you can r Style o depending whether you want to give information to your Audience or you need more i your Audience. Setting up your Tone is also an important issue. your tone appropriately in order You mustalso set the mst effective: o Base your tone on: i ) Communication St rategy. ii ) Yourown Vocal Sound iii ) Positive Attitude Q7: Ans. : How a communicator can maintain excitement for Audience? Excitement isedso that the Audience may not get bored by thepresentation and need s communicator to keep them awaken, listening and motivated. Here are some suggestions: a) b) c) d) Change your voice pitch and speed. Use gestures (art of moving hands during a presentation) . Tell a joke (but clear and keep them mundane. ) M oveaway from podium whenever possible with your ;ask question. ;interact Audience a

Q8: What is meant by Mot Why should you analyze the Audience knows?they feel? ivation? ;W hat What Ans.: Motivation is known as the process expl an individuals intensity, direction, and persis that ains effort toward sattaining a .goal

By analyzing what the Audience knows about the topic, the communicator can avoid t common wide spread probl communication em in ; thatis speaking/writing over the head of audiences O , speaking/writing on too low a xampletalking to someone using phrases or words that For e level. : unfamiliar with OR l aboriously explaining details which ady knows. the audience alre

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Organizational CommunicationsTerm Exam Mid

So the communicator must theknowledge audience so that he can speak in their langu analyze of provide them just the necessary and appropriate amount of detail.

Besides, the communicator must also analyze whatabout the topic he is presenting. audience feels the Do th ey fe good or bad the top Do they want to hear what the communicator want el aboutic? s to say? I the s topic in favor of, against or indifferent ill W with topic benefit them or threaten them the their thinking?

Knowing all these details in advance the communicator will able to structure his me appropriate way in order e the to motivat and to them response in the way he wants. Audience make Q9: Describe the methods ofng content of Business . organizi Messages Ans.: Organizing Contents : Contents referthe information included in your sho to Your message. enough uld include information in your message to keep thes reader interest but not as muc will would wastes readerand h that it time obscure your main Organizing refers to the order information is presented. point. in which the Onceyou know what information you want to include, you can decide how Some common them. to organize methods are:

1) Outlining: This includes creating a hierarchytwill help you identify your main poin I of your ideas. what supporting materials are availableation what need to include in yo to and you inform ur message make it meaning ful. 2) Brain Storming: down ideas, facts and anything relate your purpo not Write seemselse to d that se Do . edit yourself when you brain are finished, decide what is important and wh n Whe deleted or revised. 3) Clustering: Write down your main point(center) middle age the p .As you think the in of and circle it of more ideas, write them down and link them to either the main idea or to another point. Q10: Who are skimmers skeptics should you prepare documents for skimmers? and ? How Ans.: Skimmers & SkepticThese are two general s: business readers. Sk immers are the readers very who are busy. Pressed time, they often skim documents for in a rather short period ofdocument you The time. prepare for the skimmers should : i ) State the main point clearly and upfront . ii ) Place the most important information at and the end of paragraphs beginning the . iii ) Highight dates, l key orfigures. A skeptic reader, on the other reader who is cautious and doubtful. , is a hand He tends to read the document carefully and its validity. kind of readeryour document question Forthis support with sufficient details and evidence. Provide specific examples, numbers, dates, names and percentages, document.