MCA D21MCA11809

1 4
Communication Skills 21ODMCT615

01/01/2022 20/01/2022

2-5 6 7 8 9 -10 11 - 12

1/12
 SECTION A

1. What do you mean by Verbal Communication?

Answer - Verbal communication is the use of sounds and words to express yourself, especially in contrast

to using gestures or mannerisms (non-verbal communication). An example of verbal communication is

saying “No” when someone asks you to do something you don't want to do.
Verbal communication is the use of words to share information with other people. It can therefore include.
both spoken and written communication. The verbal element of communication is all about the words the

you choose, and how they are heard and interpreted. This page focuses on spoken communication.

2. Define Kinesis..

Answer - Kinesics is the interpretation of body motion communication such as facial expressions and
gestures, nonverbal behavior related to movement of any part of the body or the body as a whole.

Kinesics or kinesis communication is all about communication through body movements, such as gestures
and facial expressions. “Facial expression, gestures, posture and gait, and visible arm and body
movements.”

3. Explain Skimming reading skills.

Answer - Skimming and scanning are reading techniques that use rapid eye movement and keywords to move
quickly through text for slightly different purposes. Skimming is reading rapidly in order to get a
general overview of the material. Scanning is reading rapidly in order to find specific facts

Skimming is a strategic, selective reading method in which you focus on the main ideas of a text. Instead of

closely reading every word, focus on the introduction, chapter summaries, first and last sentences of

paragraphs, bold words, and text features

2/12
 4. Why is stress and intonation essential in speaking?

Answer- Correct primary stress helps the listener to understand your speech. If you slightly mispronounce
a word, but the primary stress is correct, you can often communicate it's meaning. So, stress is important,

especially for words you use often. The primary stress can change the meaning of words with the same

spelling. Intonation is very important in communication as it gives information beyond just the basic
meaning of the words. It can express the speaker's attitude or feeling about something, ... Even within a
question, intonation can indicate if the speaker is confirming information or seeking additional
information.

5. Compare homophones, homonyms, homograph.

Homophones
First let’s tackle homophones. The root –phone means “sound,” as it does in telephone and phonics. So

homophones are words that sound the same, such as doe a deer, a female deer, and dough that you bake
into bread.

Homographs

Next, let’s do homographs. The root -graph means “write,” just as it does in autograph and telegraph. So

homographs are words that are written the same—that is, words that have the same spelling. For example,
there’s the verb tears, as in “Squiggly tears the speeding ticket in two,” and the noun tears, meaning the salty
drops of water that ran down your cheek when you watched the movie Inside Out. They’re homographs
because they’re both spelled T-E-A-R-S.

Homonyms
Now we can bring in homonyms. The –onym root means “name.” You also hear it in anonymous, which
literally means “without a name,” and of course, in the words synonym and antonym. Homonyms are words
that have the same name; in other words, they sound the same and they’re spelled the same.

3/12
 6. Explain Whistle blowing.

Answer- Whistleblowing is the act of drawing public attention, or the attention of an authority figure, to
perceived wrongdoing, misconduct, unethical activity within public, private or third-sector organizations.

Whistleblowing is where a worker reports wrongdoing, most frequently discovered at work, in order to protect
the public. Whistleblowing is incredibly important as it stops companies from operating as they please,

without regard for others. The practice promotes transparency, compliance and fair treatment.

7. Differentiate between memo and office order.

Answer - In a short sense, memo is a written message from one person to another person within the exact
same company. Office memo is the brief kind of memorandum. The actual meaning of the word

memorandum is a note to help the memory. Memorandum is particular in number.an order issued by the
employer or the authority or senior employees. Office order can be issued on any information like a shift
in working hours or promotions or details of employee designation in projects. Officer order is a
downward communication which carries a stamp of the company. A memo (also known as a
memorandum, or "reminder") is used for internal communications regarding procedures or official

business within an organization. Unlike an email, a memo is a message you send to a large group of
employees, like your entire department or everyone at the company.

8. Define etiquette

Etiquette is defined as formal rules and manners that are considered sacred and acceptable
in society. These have been established by convention for a very long time and are
followed diligently in both professional and social settings. The rules of writing a thank
you note are an example of etiquette. The forms, manners, and ceremonies established by

convention as acceptable or required in social relations, in a profession, or in official life.

4/12
9. List the cultural barriers in communication.

Cultural barriers are challenges to cross-cultural communication within an organization. When people from

different cultures might speak different languages, have different cultural beliefs, or use different gestures
and symbols to communicate, their cultural differences might become barriers to workplace success.

Barriers to Effective Communication

1. Physical Barriers
Physical barriers in the workplace include:
Marked out territories, empires, and fiefdoms into which strangers are not allowed

Closed office doors, barrier screens, and separate areas for people of different statuses.
2. Perceptual Barriers

It can be hard to work out how to improve your communication skills.

The problem with communicating with others is that we all see the world differently.
3. Emotional Barriers
One of the chief barriers to open and free communications is emotional.
The emotional barrier is comprised mainly of fear, mistrust, and suspicion.
4. Cultural Barriers
When we join a group and wish to remain in it, sooner or later we will need to adopt the behavior patterns of
the group.
These are the behaviors that the group accepts as signs of belonging.

The group rewards such behavior through acts of recognition, approval, and inclusion.

10. Describe collocation.

A familiar grouping of words which appears together because of their habitual use and thus creating the same
meaning is called collocation. A group of words that are expected to be together can also be defined as
collocations. Some more examples of collocations are to do homework, to make the bed, to take a risk, etc.

Collocations are groups of words that are usually found together in pairs or in small phrases. There might be
hard and fast rules in terms of grammar why the words belong together, or there may be no rules at all; the
words are just that way because of use.

5/12
 SECTION B
11. Define Communication. What are the objectives of communication? Explain the role
of Communication in Society.
Communication
The English word ‘communication’ is derived from the Latin word communes, which means common. The

term communication refers to the sharing of ideas in common. In other words, it is the transmission and

interaction of facts, ideas, opinions, feelings, or attitudes.

Here we are going to mention some of the common objectives of communication.

1) Building Awareness

This is one of the most important things that you need to know for sure.

Building awareness is essential for businesses and people these days. Most companies these days want to make

sure that they can spread the message about their products and services in the best way.
2) Providing Information or Educating
When your client is seeking something, you need to ensure that you can provide them with the exact things.
This is where we need to communicate with them to make them realize that we can provide them with
information and other essential things as well.
3) Creating Interest
In some instances, some clients have an interest in the product or are just familiar with the product or service.

So, you need to ensure that they can move from awareness of the product to show great interest in it. This is

something that you can achieve with the help of communication.

4) Motivating People/Audiences
Whether you are running a business or channelizing any social or educational endeavors, you must motivate

your audiences in the right manner, so they can stay motivated in accomplishing the goals.

When communication is done with the right inclusion of emotional intelligence, it empowers the audiences to

opt for a higher level of performance in a dedicated and enthusiastic manner.

Role of communication in society

Communication is a vital part of society. It plays a lot of roles, and it is essential for survival. People use it to

encourage, share ideas, connect, inform, and more. Good and effective communication has a great emphasis

on how successful and big businesses reached where they are right now.

Effective communication is important in developing positive relationships because it is how we, as individuals

express our needs, desires and understand ourselves. How effectively we communicate will determine our

relationships with each other ongoing

6/12
 12. What is Communication Model? What are the essential of communication model?
Describe the process of communication.
A model can be defined as a visual presentation that identifies, classifies, and describes various parts of a

process. In the communication process, the sender, message, media, and receiver are associated. The

communication process starts with the transmission of the message by the communicator and ends with the

receiver’s feedback. When this communication process is represented through a line or picture, it is called a

communication model. In other words, pictorial presentation of the communication process is known as the

communication model.

The simple model of communication consists of a sender, message, and receiver. However, this simple model

ignores many other parts of the communication process. So by incorporating all parts of the communication

process, a comprehensive communication model is presented below:

The essentials of the communication model

Communication models help identify and understand the components and relationship of the

communication process being studied. As communicating is a rigid process to understand,

communication model can be an essential source to understand such rigidity. Models predict for more

effective communication in future.

7/12
 14. What are the different types of communication? Why is effective communication
important in corporate world? Discuss with examples
The different types of communication
There are four types of communication: verbal, nonverbal, written and visual. While many situations use one
singular type of communication, you may find that some communications involve a blend of several different
types at once. For example, sending an email involves only using written communication, but giving a
presentation can involve all four types of communication.
1. Verbal communication
2. Nonverbal communication
3. Written communication
4. Visual communication
1. Verbal communication
Verbal communication is the most common type of communication. It involves the use of spoken words or
sign language to share information. Verbal communication can either happen face to face or through other
channels, such as mobile phones, radio, and video conferencing.
2. Nonverbal communication
Nonverbal communication involves passive communication through the use of gestures, tone of voice, body
language, and facial expressions to share your thoughts and feelings. You can even communicate non-verbally
by the way you dress. Nonverbal communication often supports or adds to verbal communication.
3. Written communication
Written communication includes communicating through writing, typing, or printing. It is done through
channels such as letters, text messages, emails, social media, and books.
4. Visual communication
Visual communication uses graphs, charts, photographs, maps, and logos to share information. It is mostly
used in combination with verbal or written communication in order to simplify the information.

effective communication important in corporate world

Effective communication is a vital tool for any business owner. Communication is also important
within the business. Effective communication can help to foster a good working relationship
between you and your staff, which can in turn improve morale and efficiency.
Effective Communication is defined as the ability to convey information to another effectively and
efficiently. Business managers with good verbal, nonverbal and written communication skills help
facilitate the sharing of information between people within a company for its commercial benefit.

8/12
15. What is grapevine in communication? Discuss its various types, advantages and
disadvantages. How can it be made effective?
GRAPEVINE COMMUNICATION
The meaning of grapevine communication is communication held without following a recommended
structure in an organization is informal communication. So, grapevine communication can be described as a
casual and unofficial communication system within the organization.
TYPES OF GRAPEVINE COMMUNICATION
Grapevine communication includes unofficial and quick conversations among employees of the same rank.
Grapevine communication can be categorized into four types, depending on its purpose or outcome. These
four types of grapevine communication are single strand chain, gossip chain, probability chain, and cluster
chain.
SINGLE STRAND CHAIN
Do you remember how Ronald Weasley told Harry Potter about the fight against the dragons in the movie
Harry Potter and The Goblet of Fire? He asks Hermione to tell Harry that Hagrid’s looking for him.
Well, the single strand chain works similarly. It just doesn’t confuse the recipient. The message is passed
from one person to another until the information reaches almost all the concerned people. It’s a simple and
uncomplicated way to communicate with your colleagues. The more people that are involved, the more
filtering there is. A single strand chain is ideal for information to be shared quickly and efficiently.
GOSSIP CHAIN
The name suggests what it is. In the gossip chain, one person is at the epicenter of the wheel who seeks and
shares information with others.
Let’s look at real-life gossip chain grapevine communication examples. When Ketki, s sociology student,
came to know that her classmate, Nisha, had got a scholarship to study abroad, she told all her friends about
it. Similarly, Gautam, a manager at a digital startup, just heard about two of his team members getting
married and is now sharing this news with others in the organization.
PROBABILITY CHAIN
This is a process of sharing information randomly. The recipients, too, follow a similar random way of
sharing the same information.
CLUSTER CHAIN
From the famous Ice Bucket Challenge to the latest #SafeHands challenge, almost every social media
challenge follows the cluster chain process. Here, a person relays information to a few people, who in turn
pass it on to select people.
These are the types of grapevine communication you’ll likely encounter. Whether you’re discussing
important meetings or just your weekend, grapevine communication is something that organizations thrive
on.
Advantages of Grapevine Communication
Advantages of grapevine communication are:
Spreads Rapidly
Being a channel free from documentation and hierarchal barriers, the grapevine serves as the fastest medium
of exchanging thoughts and information within and outside an organization.
Quick Feedback
Every action has an equal and opposite reaction, and in the case of grapevine, it is quick too. The feedback of
the rumor reaches in no time back to the person from where the rumor originated.
9/12
Group Cohesiveness

Gossips, which is a form of grapevine often become the main reason for bringing people closer and making

them friendly. Gossip increases interaction between the employees which directly increases the workability of

any organization

Disadvantages of Grapevine Communication

Disadvantages of grapevine communication are:

It may provoke sudden unexpected and unwanted reactions from emotionally unstable persons.

Grapevine is sometimes dangerous to the organization's health if permissible to grow without monitoring.

It has the potential to spread irrelevant gossip.

It may result in personal vilification and character assassination of persons.

Grapevine channels can be moderated but not eradicated.

Grapevine channel exaggerates or distorts the message content.

4 Ways to Make Grapevine Effective

Performance improvement: Slipping a grapevine about a specific employee who has been praised by the
management for performing well. How he did it should be included in the story. This can help others in the
company learn what kind of quality is expected out of their performance.

Survey for decision making: Certain big decisions of employees are connected to the big decisions of their

organizations. Fortunately, they don’t usually keep it a secret and this is where the grapevine turns into a

useful tool. If a manager wishes to know if such a scenario may come into existence he has the option to

insert possible organizational decisions into the grapevine to see how employees would react to them.

Fill in the blanks: Organization procedures are never without fault. A policy written in the most attentive

manner, even after release, can look incomplete, ambiguous, and lastly, inapplicable to employees. Grapevine

can be used to fill them up with the correct words for clarification purposes.

Enhance Relationships: It is possible to sustain enthusiasm and satisfaction within employees through the

grapevine medium. But no, the manager should not participate like a nosy neighbor in this. Instead, the bold

move should be made to inquire about specific ones in a friendly manner followed by a soft response. Such a

method would help the employees share a warm relationship with the manager which in turn would improve

their ties with the company.

10/12
17. Discuss the important strategies that should be kept in mind while conducting a
business meeting.
1. Prepare, prepare, prepare
The first meeting management tip is to prepare thoroughly. Failing to prepare for a meeting is perhaps the
single biggest reason why business meetings fail. So, before you hit send on that next meeting invite—stop
and think through a few critical questions:
Firstly, do you know why you are meeting? Express this in a single sentence if you can.
Secondly, what are the decisions or actions that you want to result from your meeting. Write these down
as well.
2. ALWAYS have an agenda
Once you define your purpose and determine that you indeed need to meet, go ahead and write out your
purpose and outcomes into a simple meeting agenda that can be shared with all participants on the
meeting invitation. Sending out the agenda early is important, as it helps participants adequately prepare
for your meeting. It also is invaluable in keeping your meeting focused and on track.
3. Invite the right people
It can be tempting to include anyone and everyone on your meeting invitations (and sometimes this is
necessary), but doing so can be a massive drain on others’ time and energy. If you’re unsure if someone
should attend your meeting, consider giving them a quick call or sending an email or chat asking them if
they would like to be included. Another option is to use the optional attendees function on some calendar
applications.
4. Be courteous about when you schedule meetings
Be very careful about when you schedule your meetings. In many companies, there are certain times of
the day that are considered taboo for scheduling meetings. Generally, these are the first half-hour of the
day, at lunchtime, or in the very last hour of the day. Scheduling meetings during these times run the risk
of wasting time if one or multiple participants are running late or have to leave early. However, every
organization is different, so schedule your meetings according to your particular organization’s DNA.
5. Start on time, end on time (or early)
It’s absolutely acceptable to let people mingle and talk for a moment or two at the start of a meeting, but it’s
also important to ensure that you start and end your meetings as close to on time as possible.
To help keep things on track, look for strategic ways to corral participants and start on time. For example,
consider standing up and closing the meeting room door once all participants are in the room. You could also
ask the person closest to the door to close it. Either approach will subtly cue participants that the meeting is
about to start.
Or if your meeting end time is approaching, tactfully interject yourself into the discussion and notify
participants that time is running out. For example, you could say, “This has been a great discussion, and I
don’t want to cut it short, but we are running upon our time. Should we schedule a follow-up meeting to
continue this discussion?”
6. Take notes
It is important to take notes and capture any and all takeaways from your meeting, whether they are
discussion points, action items, key decisions, or open questions. Sometimes it’s even worth typing your
meeting notes on-screen for all to see. In addition to keeping the conversation focused, this has the added
benefit of ensuring collective understanding and clarity regarding the meeting outcomes.
7. Direct the discussion
Sometimes—especially in brainstorming meetings—it can be easy for the discussion to wander off topic. At
times, these digressions can be valuable, but more often they are not immediately feasible or helpful. At
times like this, it is important to tactfully guide the conversation back to the appropriate agenda topic.
11/12
8. Follow-up with a message

Assuming you’ve kept good notes throughout the meeting, this step will be a breeze. Simply send out

your notes to all participants at the end of the meetings. If there are particular follow-up items, add these

to your to-do list or task manager to keep track of them. If there are follow-up meetings to be scheduled,

go ahead and schedule these immediately to ensure you don’t run into future scheduling conflicts.

Conclusion

Conducting meetings effectively is both an art and a science, and it’s important to review your meeting

performance regularly. At the end of each day, ask yourself questions about your meetings:

Did your meetings accomplish their goals?

What went well in your meetings?

What could be improved?

By regularly honing your meeting management skills, you will maximize your meetings and build respect

with your coworkers who know that you are a person who gets things done and respects their time.

Whether you are hosting an on-site meeting, syncing up with your remote team, or a mix of both—the

right technology can help bring your teams together and conduct more effective meetings. Learn more

today about how Clear Touch interactive touchscreen panels can transform your meeting efficiency.

12/12