Effective Business Communication

Q.1. What is Communication?

Ans. Communication mean convey our ideas, feelings and thoughts to the audience. Audience may be one
person or a group of person.
Q.2. What is the meaning of the word Communication?
Ans. The word communication has been derived for the Latin word “communis”, which means "common"
or shared. We use it in the general meaning of “getting the message across."
Q.3. Which skills of communication are important?
Ans. Communication skills of speaking, writing, reading and listening are important.
Q.4. How old is communication?
Ans. It is very old, It was found in the people of old Greece and Rome. It was considered necessary to
communicate when dealing with matters in assemblies and the courts.
Q.5. What is an organization?
Ans. An organization is group of people working together for some common purpose such as business,
political, professional, religious, social, etc.
Q.6. What do people do in an organization?
Ans. People interact and react, that is, to communicate in an organization with each other.
Q.7. Why is effective communication lifeblood/lifeline of every organization?
Ans. It is the lifeblood lifeline of every organization because it helps people in an organization to act and
interact to achieve common as well as individual objectives and goals and it is only possible through
smooth running of information This smooth running is like running of blood in a body.
Q.8. What is the advantage of communication in ones career?
Ans. The success in one's career is based on one's ability to do well in written and oral communication. If a
person's career requires mainly mental rather than manual labour. his progress will depend on how
effectively he communicates his ideas to others who need or should receive them. Communication gives a
person advantage to be successful in his career.
Q.9.What is the most important quality needed for promotion?
Ans. The ability to communicate is the most important quality needed for promotion.
Q.10: What is the flow of communication?
Ans: The Flow of communication means the flow of information within an organization.
Q.11: What does the flow of communication do for the organizations?
Ans. The flow of communication enables organizations to function effectively and efficiently. It takes place
not only among the members of an organization but also between two or more organizations at the same
time.
Q.12: Define internal communication?
Ans. An exchange of information within an organization is called internal communication, It takes place at
different levels --- downwards, upwards and horizontal.
Q.13: What is the purpose of internal communication?
Ans. The internal communication helps increase job satisfaction, safety, productivity and profits and
decreases absenteeism, grievances, and turnover.
Q.14: At what levels do people communicate in an organization?
Ans. In an organization people communicate at the following levels: internally downwards, upwards and
externally.
Q.15: What is downwards communication?
Ans. Downwards communication is the communication that is done by the top management to the lower
level.
Q16: Why is downwards communication important?
Ans. Employees need clear job directions, safety rules, facts about organizational strategy, products and
viewpoints on important controversial issues. They are concerned about their benefits such as health care,
promotions, pensions, training, programmers etc.
Q17: Define upwards communication?
Ans. It is the communication that goes from downwards to top management. Upwards internal
communication is very important. Many executives want comments from employees in addition to the
usual periodic reports to make good decisions.
Q18: How does upwards communication help managers?
Ans. It helps successful managers to listen closely to opinions, complaints. problems, and suggestions,
especially when these are clearly put forward.
Q19: Define horizontal communication?
Ans: Horizontal communication takes place between peers in organizations in order solve problems,
perform job duties, prepare for meeting and cooperate important projects.
Q:20 Define lateral communication?
Ans: It refers to the flow of communication when it takes place in departments works side by side.
0:2: What is meant by diagonal communication?
Ans. Diagonal communication refers to the flow of communication work as a ….between two departments
vertically or horizontally.
Q.13: What are the ways of internal communication?
And. Among various ways of communicating within organizations are memos, , face-to-face discussions,
teleconferences, video conferences electronic mail etc.
Q.14: Define external communication?
Ans. Communication that takes place outside the organization between two organizations is called extemal
communication.
Q.15: What does external communication do?
Ans: It links an organization with outside world. It helps create a good reputation bears a positive impact
on the success of the organization.
Q.16: What are the ways of external communication?
Ans. Letters, pamphlets, annual reports, interviews with the news media etc. Are these way of external
communication.
0.1: What is meant by convention of meaning?
Ans. It means people in the world are not exactly alike. Cultures or countries are not the same. These
differences, however, can cause problems in conveying meanings as people have there own ways of
understanding i.e. convention of meaning.
Q.2: Why does miscommunication occur?
Ans. Miscommunication occurs when the sender and receiver have different meaning for the symbols used.
A word may have more meanings. Miscommunication may occur due to reactions to denotation,
connotations and euphemisms.
Q.3: What is meant by denotation?
Ans. Denotation is usually the dictionary definition of a word. Denotative meanings name objects, people
or events without indicating positive or negative qualities.
Q.4: What is meant by connotation?
Ans. Connotation is an implication of a word or a suggestion separate from the usual definition. Some
words have connotative meanings, which are qualitative judgment and personal reactions to a word like
villa for house.
Q.5: What is euphemism?
Ans. An expression that is gentler or less direct than the one used to refer to something unpleasant or
embarrassing. For example, "passed away" is a euphemism for "died"
Q.6: Why is the concept of communication different in people?
Ans. Because of the changing world, everyone has his own concept of reality. Also people's sensory
perceptions touch, sight, hearing, smell, and taste are limited and each person's mental filter is unique.
Q.7: Define abstracting
Ans. Selecting some details and omitting others is a process called abstracting.
Q.8: What is a slanting statement?
Ans. A slanting statement is being unfair in factual reporting. When you present some particular facts, you
include your own biased ideas into it. Thus you make a slanting statement.
Q. Define inferences?
And. Conclusions made by reasoning from evidence is called inference.
Q: what is meant by sender’s credibility?
Ans. Credibility in the sender is getting a favorable reaction. An effective set builds credibility by writing
and speaking in a fair and just manner by consider receiver's point of view.
Q1: What is meant by personal non-verbal behavior?
Ans. Non-verbal behavior unique to a person is personal non-verbal behavior for example, someone may
speak while writing.
Q2: What is meant by cultural non-verbal communication/behavior?
Ans. Cultural non-verbal communication behaviour is characteristic of a group of people for example, eye
contact is less acceptable in other cultures than it is in European cultures.
Q3: What is meant by universal non-verbal communication/behavior?
Ins. Universal Non-verbal communication/behavior is the behavior that is common
to humankind for example, sadness, happiness, etc.
Q4: What is meant by non-verbal communication?
Ans. The communication which conveys some message without words is non verbal communication.
Sometimes non-verbal messages contradict the verbal. Often they express feelings more clearly than the
spoken or written language.
Q5: How deeply does non-verbal communication affect?
Ans. It affects so deeply that 60 to 90 percent effect of a message comes from non verbal cues.
Q.6: How does appearance communicate?
Ans. Appearance carries non-verbal impressions that affect receivers' attitudes towards
the verbal message even before they read or hear the sender.
.Q: What is the effect of non-verbal communication on the writer's message?
Ans. Following are the non verbal effects of communication: the format, neatness, and language of a
written message. All of them send a non-verbal message to the reader.
.Q: What is personal appearance?
Ans. Clothing, hairstyle, neatness, jewelry, cosmetics, posture, and stature are part of personal appearance.
They form personal appearance and affect the receiver.
Q: What is meant by environmental factors?
Ans. They include office space, layout and other features. The environmental factors can interfere the
outcome of an act of communication. Surroundings vary according to status, country and culture.
Q10: How do facial expressions communicate?
And. Facial expressions communicate through eyes and face. They are helpful means of communicating
non-verbally. They convey non-verbal to the receiver.
Q.11: What do gestures and postures of movement communicate?
Ans: Posture and movement can convey self-confidence, status, or interest.
Gesture in one culture may be different from that of the Other.
Q.12: What is meant by paralanguage?
And. It is that part of language which is associated with but not involving system. It includes voice, volume,
rate, articulation, pitch etc. A person make, such as throat clearing and sighing while communicating.
Q.1: Define what is meant by the principle of clarity?
Ans. Clarity means getting your message across so that the receiver will understand what you are trying to
convey.
Q.2: How can we make a message clear?
Ans. We should choose short, familiar, and conversational words and construct effective sentences and
paragraph. We should also include examples, illustrations, visual aids, etc.
Q.3 Define the principle of correctness?
Ans. The correctness principle is more than proper grammar, punctuation and spelling. message should
give accurate information.
Q.4: What is meant by the communication principle of conciseness?
Ans. Conciseness means that you have to convey your message in the fewest possible
words without sacrificing the other 'C' qualities.
Q.5 Define the principle of conciseness?
Ans. Conciseness means eliminating wordy expressions, including only relevant material and avoiding
unnecessary repetition.
2.6: Define communication principle of courtesy?
Ans. Courtesy means politeness that grows out of concern and respect for others. It does not mean the use
of old-fashioned expressions such as your kind enquiry', *thank you' and 'please'. Rather the whole tone
should be courteous.
7: How can we produce courteous tone in our messages?
ns. We can produce a courteous tone by being sincerely tactful, thoughtful, and appreciative. It is using
expressions that show respect for others.
8: Define the communication principle of consideration.
ns. Consideration means writing every letter with your reader in mind. It also means acting on the 'you
attitude'.
.9: How can one achieve consideration?
ns. It can be achieved by focusing on 'you' instead of I' and 'we', by showing audience benefits or interests
and by emphasizing positive, pleasant facts.
10: What is meant by you-attitude?
Ans. By you-attitude we mean conveying messages with the reader in mind and thinking how the receiver
will react to our messages.
Q.11: Define the principle of completeness?
Ans. A business message is complete when it contains facts that they are listener needs for the reaction
the writer desires.
Q.12: How can completeness be achieved?
Ans. For achieving completeness, keep the following guidelines in mind,
 Provide all necessary information
 Answer all questions asked.
 Give something extra when desirable.
Q.13: Define principle of concreteness.
And. Concreteness means that a message is specific, definite and vivid. If a lacks these qualities, it will be
vague and general.
Q.14: How can we achieve the principle of concreteness?
Ans. To achieve concreteness, we should use denotative words instead of co words. We should use specific
facts and figures and put active verb sentences and choose vivid, image building words.