Appendix A: ASSIGNMENT COVER SHEET

65

Programme BACHELOR OF COMMERCE IN LAW

Module Name Business Communication 101
Surname Naidoo
First Name/S Calista Danisa
Student Number 12134061

Date Submitted 25 April 2021

Postal Address 51coriander Close Crossmoor Chatsworth
4092

E-MAIL naidoo.calista@gmail.com
myregent email address

E-Mail
(alternate email address)

Contact Numbers Cell :0768790694

Home :0663058712
Work:
Alternate contact:
Name:
Relationship:
Contact number:

I Calista Danisa Naidoo, ID/Passport No.0304120206087 hereby confirm that the assignment
submitted herein is my own original work

Date: 25 APRIL 2021

Contents
Question 1 ............................................................................................................................................. 2
Question 2 ............................................................................................................................................. 4
Question 3 ............................................................................................................................................. 5
Question 4 ............................................................................................................................................. 6
Question 5 ............................................................................................................................................. 7
References ............................................................................................................................................ 8

1
 Question 1
1.Identify the dements of the communication process?
Communication is defined as a process by which we assign and convey meaning in an attempt
to create shared understanding communication is a two-way process where information.( a
message) is sent from one person( the sender) through a channel medium to another (the
receiver) ,who reads by giving feedback( a response).

Sender-The person who intends to convey the message with the intention of passing
information passing information and ideas to others is known as sender or communicator.

Message-This is the subject matter of the communication this may be an opinion, feelings,
views, order or suggestions.

Encoding-since the subject matter of communication is theoretical and intangible, its further
passing requires use of certain symbols such as words, actions or pictures etc. Conversion of
encoding example, specific language used by the sender

Medium-The person who is interested in communicating has to choose the channel for
sending the required information, ideas etc. This information is transmitted to the receiver
12 through certain channels which may be either formal or informal

Receiver-The person who receives the message or for whom the message is meant for. It is
the receiver who tries to understand the message in the best possible manner achieving the
desired objectives.

Decoding-The person who receives the message or symbol from the communicator tries to
convert the same in such a way so that he/she may extract the meaning to his/her complete
understanding.

Feedback-Process ensuring that the receiver has received the message and understood in
the same sense as sender meant it.
Further discussion required
Noise-Physical and psychological barriers.

2
 2.Distinguish between lateral communication and informal communication?

LATERAL COMMUNICATION-Lateral communication usually follows the pattern of workflow

in an organization, occurring between members of work groups, between one work group and
another between members of different departments, and between line and staff employees.

6 INFORMAL COMMUNICATION-This system is called grapevine and is an important source

of information

LATERAL COMMUNICATION-It helps employees understand the problems of other

departments and the way that the work of one department may affect the work of another.

INFORMAL COMMUNICATION-Grapevine can permit problems to be detected and hence

improve the overall efficiency of the organisation

LATERL COMMUNICATION-This type of communication increases productivity of the

organization because everyone knows what everyone else is doing.

INFORMAL COMMUNICATION-Rumours spread rapidly and quickly and once they started
there is no way to stop it. These rumours can be harmful to both the people and organisation
itself.

3
 Question 2
2.1 Explain the major barriers to effective communication?

Physical barriers-These are outside factors that the sender and receiver have no control over
for example an unclear telephone line, poor or no reception on the television. These factors
10 may result in a distorted message, or even in the message not being at all.

Physiological barriers-Refers to the receivers or senders state of health for example-poor

Key points
missing eyesight or hearing, pain or discomfort under the influence of harmful substances.

Psychological barriers-The mental state or make-up of the sender receiver. For example,
shyness, or irritation, fear, anger, aggression

Perceptual barriers-Perception prefers to the process of observing something or someone,

and then interpreting what has been observed. our perception of the world or the way we
interpret things around us is in itself

Intercultural barriers-In a country there is diversity of cultures, this can sometimes lead to
problems between management and employees, as well as between colleagues. the two
major problems are: stereotyping and ethnocentrism.

2.2. In relation to interpersonal speaking, discuss the four speaking styles?

1) Expressive Style-Is spontaneous, conversational, and uninhabited. It is used when

6 expressing feelings, joking, complaining, or socializing.

2)Directive Style-Is an authoritative and judgmental style. This style is to be used to give

Copied from orders, exert leadership, pass judgement, or state our opinions.
the module guide
3)Problem solving style -Is rational, objective unbiased, and bland. This is the style most
commonly use in business dealings. We use it when we are solving problems and conveying
routine information.

4)Meta style-Is used to discuss the communication process itself. Meta language enables
people to talk about their interactions.

4
 Question 3
3.1 Non-verbal communication refers to the transmission of information by means other than
language. By referring to the above, discuss the following non-verbal indications/clues

3.1.1 Silence Copied from the module guide

Silence can be either a positive or negative clue .It can encourage effective turn taking in two-
way communication and can also indicate that the person is listening .It is the also important
4
in public speaking as it allows the audience to absorb what the speaker is saying

Silence can be misinterpreted though, and may indicate that someone is not listening, or is
being rude, it is therefore better to ask someone why they are keeping silent instead of
commenting, agreeing, nodding, disagreeing

3.1.2 Paralinguistic Further discussion required

This refers to the way in which we speak. It covers pitch, tempo and rhythm, intensity and
accent of the speaker. Pitch refers to how low the voice the is. Intensity is the amount of
5 emotion shown in the voice. Intensity may indicate harshness or gentleness.

Accent is the way we pronounce words. Accents are generally culturally or geographically
affected. Problems can arise when the emphasis and pronunciation is placed incorrectly,
resulting in misunderstanding between the speaker listener.

3.2 Explain the duties of the chairperson in managing a meeting

• Making certain the meeting is properly convened, constituted, and that a quorum is
present.
3 • Maintaining order and ensuring that the meeting is conducted correctly
• Preventing irrelevant discussion and allowing those who wish to speak adequate
opportunity to do so
• The chairperson needs to pre-plan and establish priorities, to be able to state clearly
at the commencement of the meeting the purpose of the discussion and to allocate
tasks
• Must maintain control over the meeting.

5
 Question 4
4.1 explain the importance of minuting a meeting Copied from the module guide

• Minutes represent the official record of the decisions and the constitutional procedures
od a meeting.
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• They allow future members to be fully informed of the historical procedures and
resolutions of the company.
• They contain assignments that from time to time, have to be given to executive and
administrative office bearers
• They can serve as evidence (when necessary) in legal court proceedings

They contain the authorization to carry out certain decisions and the affirmation of decisions
to incur certain debts or expenses.
Further discussion required
4.2 From a business point of view, discuss relevance of e-mail messages.

Email is an important method of business communication that is fast, cheap, accessible and
easily replicated. Using email can greatly benefit businesses as it provides efferent and
7 effective ways to transmit all kinds of electronic data.

Email can increase efficiency, productivity and your business readiness. using emailing
business is –

• Cheap sending an email costs the same regardless od the distance and the number
of people you send it to.

Fast and email should reach its recipient in minutes or at the most within a few hours.

• Convenient your messages will be sorted until the recipient is ready to read it, and you
can easily send the message to a large number of people

One of the main advantages of email to the business is that you can quickly and easily send
electronic files such as texts, documents, photos and data sheets to several contacts
simultaneously by attaching the file to an email.

6
 Question 5
Conducting an interview requires skills. unfortunately, the skills are rarely taught and is only
experience that can improve interviewing abilities.

With reference to the above statement, discuss the preparation stage to conduct an interview.

When interviewing job candidates, you want to determine what sort of people they are, how
good their interpersonal skills are, how they might react under stress, whether they have been
honest in their resumes

Guidelines to follow in preparation: Copied from the module guide

• Prepare a job description with clear aims objectives. prepare a plan with questions for
the interview
6 • Prepare a checklist for requirements a score sheet can also be prepared
• Study the available details of the interviewee
• Ensure that the interview room and furniture is appropriate and ready well before the
interview
• The interviewer should display no signs of nervousness and remain calm and friendly
at all times

7
References
Effective communication in organisation, 4th edition
Essential business communication
Business communication 101 study guide
Google