Online Mid Term Examination Fall 2020

Course: Organizational Business Date: November 5, 2020

Communication
Duration: 12:00pm ~ 12:00am
Teacher Name: Mohammad Omar
Marks: 20
Class: BBA 2 Yrs
Program: BBA
3
Student’s information

StudentID’16279 Student Name: Owais Ahmed

___owais____________________________
Student’s KASBIT email-id: std_owais16279@mykasbit.edu.pk

Instructions (Important):
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 Solution must be neat, clean and organized
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DATE & TIME. Late submission WILL NOT be graded.
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 Type your Student ID, Student Name, & KASBIT Email ID in the given boxes above
 Read the given case/questions carefully
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(At least 500 words for each problem)

Problem # 1:

Explain why it is important to understand the different communication styles when

communicating with people. In your answer discuss the barriers to communication that
managers need to be aware of when communicating with culturally diverse teams. (5 Marks)

Solution1

Whenever I ask managers in organisations what they find most difficult about leading an
organisation and leading people, it often comes down to “communication”. This is why I
would like to share my thoughts on the importance of being aware of
one’s communication style.
Communication is a very broad concept. It covers clarity of objectives, clarity of
strategy, transparency, engaging and influencing people, convincing others,
negotiating, voicing opinions etc. In short it’s about sending and receiving information in
whatever possible way.

This doesn’t necessarily mean it is our natural style. It might be an adapted

communication style, a style that has been acquired over years as a result of various
experiences. What I really mean by understanding one’s personal communication style,
is to understand the communication style which you apply without thinking about it, at
work for example.

And the reason why I say ‘at work’ is because your communication style might be
different in your private life.

First you need to understand yourself, be self-aware, before you can consciously put in
effort to change your communication style to fit the listener’s style and needs. When
conveying a message you need to deliver it in the way the receiver will understand and
appreciate, so you need to be able to adapt yourself to the receiver to make sure your
message lands.

The huge benefit of being heard and listened to, therefore ensuring you make an
impact.

To give a very extreme example : Imagine explaining to a toddler why the sun rises in
the east and sets in the west in an immensely technical way. Will your message be
understood ?

Imagine explaining to your staff what next year’s objectives are in the same way you
would talk to a toddler ? They would have fun for sure, but they might also wonder
whether you had anything special to eat or drink.

It’s really simple but not easy. All you need to do is adjust the way you
communicate to fit people’s interests and working styles in order to be heard and
understood.

Barriers to Communication
In the multicultural workplace typical of doing business in a global economy, cultural barriers
to communication abound. Besides the obvious difficulty in understanding people whose
language is different, there are other factors that challenge people who are trying to work
harmoniously with others of a different background. People from different parts of the world
have a different frame of reference, and they may display emotions differently and display
different behaviors.

You Speak a Different Language

Language is a very complex thing, and communication between people speaking different
languages is difficult. Language is a way of looking at the world, and even skilled translators
can find it tricky to convey complex emotions and concepts, which can lead to
misunderstandings. When you think about how often you misunderstand someone speaking
your language, you can imagine how hard it is to get the full meaning from something a
person with a different cultural background is saying to you.

Inaccurate and Hostile Stereotypes

Inaccurate and hostile stereotypes of people from other places can be a barrier to
communication in the workplace. Stereotypes are assumptions people make about the traits
of members of a group. For example, a stereotypical American is thought to be impatient and
arrogant as well as friendly and tolerant. The danger is entertaining stereotypes is that an
individual is thought to possess characteristics that are ascribed to the group. Obviously, not
all Americans are impatient and arrogant, nor are they all friendly and tolerant. Prejudging an
individual can lead to misconceptions and barriers to communication.

Different Ways of Behaving

Behavioral differences between employees of different cultures can cause misunderstandings.
Every culture has guidelines about what is considered appropriate behavior. In some cultures,
looking someone in the eye when they are talking to you is considered rude, while in other
cultures refraining from doing so is considered disrespectful. Getting right to the point at a
business meeting may be considered impolite by some, who expect to have "small talk"
before the business discussion.

Likewise, in some cultures, people talking to each other give each other space, while in other
cultures, they stand close. These differences can be barriers to effective communication if
they are not recognized.

Too Much or Too Little Emotion

What is considered an appropriate display of emotion can differ from culture to culture. In
some countries, displaying anger, fear or frustration in the workplace is considered
inappropriate in a business setting. People from these cultures keep their emotions hidden
and only discuss the factual aspects of the situation. In other cultures, participants in a
discussion are expected to reveal their emotions. You can imagine what misunderstandings
can arise if a businessperson displays strong emotion in the company of employees who feel
that such behavior is out of place.

How to Overcome Barriers

While cultural communication barriers exist, overcoming these barriers is possible and will
ultimately lead to a stronger workforce. Multiple cultural perspectives allows for better
understanding of the customer and it encourages creative solutions to problems. Learning to
communicating and draw on the positives aspects of each culture benefits everyone.
Problem # 2:

You are struggling to resolve certain risks and hazards identified in a production plant.
Hypothetically create a scenario with 10 different risks and hazards each. Suggest ways through
formal internal memo(s) for resolving and/or reducing such risks and hazards. (5 Marks)

Solution

MEMORANDUM

To: All Staff

From: ABC, CEO

Date: Nov 05, 2020

Subject: safety & hazzards Issues

It has come to my attention that We are struggling to resolve certain risks & hazards
indentified in production plant. Therefore I suggest some measures in which our risks &
hazards in production plant be reduces or resolve are given below

1.We have some electricity voltage fluctuation issue, if we install big stabilizer in
production plant so we are overcome this issues.

2.We have fire emergency alarm in the production plant which was unable to work ,if we
fixed the fire emergency so, we are aware of fire.

3.Worker have not fully covered by company uniform. So therefore, kindly change his
uniform & give proper covered uniform.

4.The Wire Electricity was not fully covered ,mouse ate the wire ,so therefore, covered
the wire as soon as you can

5.Workers have not aware of safety precaution, so therefore arrange the training
session ,so worker aware of safety measure & precaution.
6.Our stock was mishandle because of shorts of trollies, so therefore provide us
sufficient trollies.

7. Poorly maintained machinery and equipment increases the risk of safety issues and
may lead to serious accidents. in order to minimize the risk of accidents, get the
equipment regularly inspected by a professional. Train the employees so that they are
able to handle the equipment correctly. The training should include aspects such as
operation, maintenance, emergency breakdown, warning indications etc.

8. Improperly installed machine guards pose a hazard to employees which may result
in life-threatening accidents. Correct machine guarding is essential to keep workers
safe who operate heavy machinery every day on their job.

9. Numerous slip and trip hazards tend to arise from equipment and debris. We must
take steps to implement comprehensive fall protection measures at their companies.

10. Heat, whether 'seasonal' or part of the 'normal work environment', can be a hazard -
working in heat can lead to workers suffering serious illness and can also lead to
increased accidents. So therefore, installed some ventilation fans for reducing risks.

If we take some suggested measure as soon as possible we protected our department

for big lost,

ABC
Problem # 3:

The hospital services that you utilized for treating a relative became intense with every step of
the treatment. When consulted, you found out that the hospital was applying a capitalist
approach to extract more and more cash from you. Write an application for discharging your
relative followed by complaint regarding the hospital services. (5 Marks)

Solution

Complaint Letter to Hospital Director

To the Hospital Director

I am writing to you this letter to complaint about unsatisfactory services that I received from my
relative admitted at your hospital having patient no. 123465.

My relative with name abc patient no.123465 admitted in the Hospital 5 days before dated (01-
nov-2020) for appendix operation which was done on dated (02-nov-2020).your medical staff
can not discharge the patient however, it was not a big operation. Your staff was not allow me to
meet my relative. What is whole point of taking appointments then?

I found your nurses to be rude & unfriendly attitude, they can not guide about the patient
situation whether it is bad or good.

I hope you that you deal with this complaint in a top serious fashion and discharge the patient as
soon as possible .waiting for your feedback .

regards
Problem # 4:

Correlate the different models of communication and associate each step with the process of
conducting online classes using zoom. (5 Marks)

Solution

Models of Communication
Visual models are a long-standing component of the communication discipline and offer a way
to “see” what is happening when we communicate. We all communicate everyday of our lives,
but can we truly identify the elements or forces at play when communication is occurring? A
visual model of communication provides a picture of what happens when people are
communicating, and they also give insight into the various influences on communication
exchanges.

The most well-known model of communication is referred to as the Transactional Model of

Communication. This model highlights what happens when two people are communicating. This
visual framework contains five influential elements, including: the people communicating, the
messages being sent, the channel of communication, noise, and fields of experience.

Person A

This is one of the people involved in the communication transaction and is indicated by the
circle on the left hand side of the diagram .

The Person A is a Teacher conducting Online class on Zoom.

Person B

This is the second person involved in the communication transaction and is indicated by the
circle on the right hand side of the diagram .

The Person B is a student who can listen voice of person A on zoom.

Message

The message is at the heart of the communication exchange, and is indicated by the rectangle
in the center of the model. The message is the content and the ideas we are exchanging. For
example, when telling your co-worker how to process a claim, the steps you describe are the
message. This is referred to as a “content” message.

It is important to note that we also send messages regarding how we feel about the other
person, the relationship, or the situation. These are known as relational messages, and are
more often than not, are communicated nonverbally. Returning to the example above, if you
describe the steps in processing a claim in a sarcastic voice, while rolling your eyes, you are
sending a relational message of annoyance, irritation, etc. The same content message could
also be delivered in supportive tone of voice and body language that conveys a sense of
respect.

Finally, notice that the message is represented by a two-way arrow. This illustrates that the
people involved are constantly sending and receiving messages, giving feedback both verbally
and nonverbally, and adjusting to each other accordingly.

The message is the lecture conducting by teacher on zoom.

Channel

In communication, the channel can be defined as the pathway or the medium through which a
message is exchanged. Therefore, the channel is represented by the diamond shape between
the message and the communicators. Some examples of communication channels include:
face-to-face, phone calls, text messages, emails, and social networks. In the modern
technological age, it becomes even more important to consider which messages are appropriate
for which channel.

The channel medium is zoom app in which teacher used to convey our message through
internet.

Noise

In communication, noise is defined as anything that inhibits the flow of communication or

distracts the people involved. Because noise is a disruption, it is represented in the model by
arrows that flow from top to bottom, breaking up the movement of the message to the
communicator at several points in the model. Noise is more than just loud sounds. In fact, there
are three categories of noise:

1. Physical Noise – This is the first type that comes to mind. For example, loud music in another
room or students talking at the next table would qualify as physical noise.

2. Physiological Noise – Distractions the come from within a person’s physiology or body. Being
hungry, tired, or having a headache are all examples of physiological noise.
3. Psychological Noise – Mental chatter that becomes a distraction; worrying about a test you
have later in the day. For example, thinking about an argument that you had with a co-worker is
psychological noise.

In zoom app we use speaker or headphone to listen teacher lecture ,the noise is the headphone
& speaker.

Fields of Experience

The last elements of the model are represented by the large oval shapes encircling each
person. This is sometimes referred to as a communicator’s environment; however, this label is
insufficient in some ways. It often leads people to think about the physical location only, when
there is much more involved. In everyday language, fields of experience can be explained as
“where you are coming from” or “everything that makes you who you are.” A person’s
environment, or field of experience, includes aspects such as: upbringing, work experience,
education, religion, culture, past experiences in groups, and more.