BUSSINESS COMMUNICATION

ANSWERSHEET

What is communication and detail of non verbal communication.

**Communication:**
Communication is the process of exchanging information, ideas, thoughts, and feelings between individuals
or groups. It involves the transmission of messages through various means, such as speech, writing,
gestures, body language, and even technological tools like phones or computers. Effective communication
is crucial in fostering understanding, building relationships, and conveying information in various
personal, social, and professional contexts.

**Non-Verbal Communication:**
Non-verbal communication refers to the transmission of messages or information without the use of words. It
involves conveying meaning through facial expressions, body language, gestures, posture, and other
non-verbal cues. Non-verbal communication often complements and enhances verbal communication,
providing additional context and richness to the conveyed message. Here are some key elements of non-
verbal communication:

1. **Facial Expressions:**
- **Definition:** The use of facial muscles to convey emotions, attitudes, or reactions.
- **Examples:** Smiles, frowns, raised eyebrows, eye rolls, and other facial movements.

2. **Gestures:**
- **Definition:** Movements of hands, arms, and other parts of the body to emphasize, complement, or
substitute for verbal communication.
- **Examples:** Waving, pointing, thumbs up, nodding, and various hand movements.

3. **Posture:**
- **Definition:** The way individuals position their bodies, including how they stand, sit, or move.
- **Examples:** Upright posture may indicate confidence, slouching may suggest relaxation or disinterest,
and crossed arms may signal defensiveness.

4. **Body Movements:**
 - **Definition:** General body movements, such as walking, pacing, or leaning, that can communicate
energy, enthusiasm, nervousness, or relaxation.
- **Examples:** A brisk walk may convey urgency, while slow movements may suggest calmness.

5. **Eye Contact:**
- **Definition:** The use of the eyes to convey interest, attentiveness, sincerity, or even deception.
- **Examples:** Direct eye contact often signals engagement, while avoiding eye contact may suggest
discomfort or dishonesty.

6. **Proxemics:**
- **Definition:** The use of personal space to convey social and cultural norms.
- **Examples:** Different cultures have varying comfort levels regarding physical proximity during
conversations.

7. **Paralanguage:**
- **Definition:** The non-verbal aspects of speech, including changes in tone, pitch, and rhythm, expressed
through facial expressions and vocal cues.
- **Examples:** Tone of voice, pitch variations, and the pace of speech contribute to the overall meaning
of a message.

Understanding and interpreting non-verbal cues is essential for effective communication, as these elements
provide additional layers of meaning beyond the spoken words. Being aware of non-verbal
communication can enhance interpersonal relationships, improve comprehension, and contribute to
successful communication in various contexts.
DIFFERENT BETWEEN FORMAL AND INFORMAL COMMINICATION ?
Formal and informal communication refer to two distinct styles of exchanging information within an
organization or social context. Here are the key differences between formal and informal
communication:

1. **Structure and Tone:**

- **Formal Communication:** Has a predefined structure and follows established channels within an
organization. It often adheres to a professional tone and is usually documented in writing. Formal
communication may include official memos, reports, emails, or meetings.
- **Informal Communication:** Tends to be spontaneous and lacks a rigid structure. It is often more
relaxed and can occur through casual conversations, social gatherings, or unofficial channels. The tone is
usually conversational and may include informal language.

2. **Channels:**
- **Formal Communication:** Typically flows through official channels determined by the organization's
hierarchy. It may involve communication between superiors and subordinates or between different
departments. Examples include official meetings, official emails, or written reports.
- **Informal Communication:** Can occur through various channels, including face-to-face conversations,
phone calls, text messages, or social media. It often bypasses the official hierarchical structure and is
more flexible in terms of communication channels.

3. **Purpose:**
- **Formal Communication:** Primarily serves organizational goals, conveying official information,
policies, procedures, and work-related matters. It aims to maintain order, consistency, and clarity within
the organization.
- **Informal Communication:** Serves social and personal needs, fostering a sense of camaraderie,
building relationships, and addressing non-work-related topics. It contributes to a more relaxed and
humanized atmosphere within the organization.

4. **Documentation:**
- **Formal Communication:** Is often documented and recorded for future reference. Formal documents
can serve as evidence or a reference point in case of disputes or for maintaining a clear record of
decisions and actions.
- **Informal Communication:** Generally lacks documentation, as it is more spontaneous and informal.
However, it can still have a significant impact on workplace culture and relationships.

5. **Flexibility:**
- **Formal Communication:** Follows established rules and procedures, providing a structured framework
for information flow. It may take longer to disseminate information due to adherence to protocol.
- **Informal Communication:** Is more flexible and can spread quickly. It allows for a faster exchange of
information, especially in dynamic or urgent situations.
Both formal and informal communication are essential in any organization, and a balance between the two
is often crucial for effective information flow and a healthy work environment.

WHAT ARE THE BARRIERS IN COMMUNICATION.

Communication barriers can impede the effective exchange of information, leading to misunderstandings
and misinterpretations. Some common barriers include:

1. **Language Barriers:**
- Differences in language can lead to misunderstandings. This barrier can arise due to different native
languages, dialects, or even jargon specific to certain professions or industries.

2. **Cultural Barriers:**
- Varied cultural backgrounds can result in differences in communication styles, non-verbal cues, and
expectations. Misinterpretations may occur due to cultural nuances and norms.

3. **Physical Barriers:**
- Physical distance, noise, or poor lighting can hinder effective communication. Technological issues, such as
poor internet connections during virtual communication, also contribute to physical barriers.

4. **Psychological Barriers:**
- Mental or emotional factors, such as stress, anxiety, or preconceived notions, can affect how information
is sent and received. Emotional states can influence perception and interpretation.

5. **Perceptual Barriers:**
- Differences in how individuals perceive and interpret information can lead to misunderstandings. Factors
like personal biases, attitudes, and expectations can influence the way messages are received.

6. **Semantic Barriers:**
- Semantic barriers arise when there are differences in the meaning of words or symbols between the
sender and receiver. This can be due to ambiguous language, technical jargon, or unclear terminology.
7. **Organizational Barriers:**
- Hierarchical structures, complex bureaucracies, and a lack of communication channels within
organizations can hinder the flow of information. Poorly designed communication systems and policies
may contribute to this barrier.

8. **Environmental Barriers:**
- The physical environment, such as poor lighting, uncomfortable seating, or distracting surroundings, can
impact communication effectiveness. An environment that is not conducive to communication can create
difficulties.

9. **Technological Barriers:**
- Issues related to technology, such as malfunctioning equipment, poor internet connectivity, or
unfamiliarity with communication tools, can impede effective communication, especially in a digital age.

10. **Selective Perception:**

- People may selectively perceive and filter information based on their interests, beliefs, or
preconceptions. This can result in the distortion of messages.

Recognizing and addressing these barriers is essential for promoting effective communication. Overcoming
these obstacles often involves fostering awareness, employing clear and concise language, and
considering the diverse backgrounds and perspectives of the communicators.
WHAT IS THE MEANING OF KINESICS.
Kinesics refers to the study of body movements, gestures, and facial expressions as a form of non-verbal
communication. It involves the interpretation of physical behaviors and movements to understand the
messages being conveyed. Kinesics plays a significant role in human communication, providing additional
context and meaning to verbal communication.

This field of study encompasses a wide range of non-verbal cues, including:

1. **Facial Expressions:** The use of facial muscles to convey emotions, attitudes, or reactions. Smiles,
frowns, raised eyebrows, and other facial expressions are examples of kinesic communication.

2. **Gestures:** Movements of hands, arms, and other parts of the body to emphasize, complement, or
substitute for verbal communication. Common gestures include waving, pointing, nodding, and various
hand movements.

3. **Posture:** The way individuals position their bodies, including how they stand, sit, or move. Posture can
convey confidence, openness, defensiveness, or discomfort.

4. **Body Movements:** General body movements, such as walking, pacing, or leaning, can communicate
energy, enthusiasm, nervousness, or relaxation.

5. **Eye Contact:** The use of the eyes to convey interest, attentiveness, sincerity, or even deception. Eye
contact plays a crucial role in interpersonal communication.

6. **Facial Paralanguage:** The non-verbal aspects of speech, such as changes in tone, pitch, and rhythm,
which are expressed through facial expressions.

Kinesics is an integral part of everyday communication, and individuals often use these non-verbal cues
unconsciously to supplement or reinforce their spoken words. Understanding kinesics is valuable in various
contexts, including interpersonal relationships, business negotiations, and cross-cultural communication, as
it helps interpret messages more accurately and enhances overall communication effectiveness.
CANDIDATES ROLE DURING INTERVIEW.
The candidate's role during an interview is crucial in making a positive impression and effectively communicating
their qualifications. Here are key responsibilities and tips for candidates during an interview:

1. **Preparation:**
- **Research the Company:** Learn about the organization's values, mission, products, and culture.
- **Understand the Job:** Familiarize yourself with the job description, required skills, and responsibilities.
- **Anticipate Questions:** Practice common interview questions and prepare thoughtful responses.

2. **Professionalism:**
- **Dress Appropriately:** Wear professional attire suitable for the industry and company culture.
- **Punctuality:** Arrive on time for the interview. Being late can create a negative impression.
- **Politeness:** Be courteous to everyone you encounter, from receptionists to interviewers.

3. **Communication:**
- **Clarity:** Speak clearly and concisely. Avoid using jargon or overly technical language.
- **Body Language:** Maintain good posture, make eye contact, and use appropriate gestures. This
demonstrates confidence and engagement.
- **Active Listening:** Pay close attention to the interviewer's questions and respond thoughtfully. Avoid
interrupting.

4. **Presentation of Skills:**
- **Highlight Achievements:** Discuss relevant accomplishments and experiences that showcase your skills and
qualifications.
- **Provide Examples:** Support your responses with specific examples from your previous work or
educational experiences.
- **Demonstrate Adaptability:** Illustrate how you've successfully navigated challenges or learned from
experiences.

5. **Questions:**
- **Ask Thoughtful Questions:** Prepare questions to ask the interviewer about the company, team, or role. This
demonstrates genuine interest.
- **Clarify Doubts:** If there are uncertainties about the job or company, seek clarification during the
interview.

6. **Attitude:**
- **Positivity:** Maintain a positive and enthusiastic attitude throughout the interview.
- **Confidence:** Believe in your abilities and express confidence in your responses.
- **Resilience:** Handle challenging questions or situations with composure and adaptability.

7. **Follow-Up:**
- **Express Gratitude:** Send a thank-you email or note to each interviewer within 24 hours of the interview.
- **Reiterate Interest:** Reiterate your interest in the position and express appreciation for the opportunity.

8. **Adaptability:**
- **Flexibility:** Be open to discussing potential challenges and how you would approach them.
- **Feedback Reception:** If provided with feedback, accept it graciously and demonstrate a willingness to
learn and improve.

Remember, the interview is a two-way process, and it's an opportunity for both you and the employer to assess
the fit. By taking an active role and showcasing your skills and enthusiasm, you increase your chances of leaving
a positive impression on the interviewers.