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[Special Note: This note or part thereof cannot be translated or reproduced in any form without the hwritten permission of the publishers.Contents Question Paper Guess Paper-1 (Solved) Guess Paper-2 (Solved) Chapters Block-1 Introduction to Communication Chapter-1 Chapter-2 Chapter-3 Chapter-4 Basics of Communication Process of Communication Types of Communication Forms of Communication at Workplace Block-2 Oral Communication at Work Chapter-5 Chapter-6 Chapter-7 Chapter-8 Listening and Reading Skills Interpersonal Communication ‘Communication in Meetings Presentation Skills Block-3 ‘Written Communication at Work Chapter-9 Chapter-10 Chapter-11 Basics of Written Business Communication Short Business Correspondence Long Business Correspondence Block-4 ‘Chapter-12 Chapter-13 Chapter-14 Chapter-15 Communication in Organisation ‘Communication for Employment Technology and Communication Cross Cultural Communication Ethics in CommunicationShrighokradhor.com __ a ae MMPC-007: Business Communication Guess Paper-1 QI. Discuss the role of business communication in business enterprises? Ans. Refer to Chapter-1, QNo--1 02. Differentiate between the Shannon-Weaver and Two -Way Model of Communication? In 1948, Shannon was an American mathematician, Electronic engineer and Weaver was an American scientist both of them join together to write an article in “Bell System Technical Journal” called “A Mathematical ‘Theory of Communication” and also called as “Shannon-Weaver model of This model is specially designed to develop the effective communication between sender and receiver. Also they find factors which affecting the communication process called “Noise”. AC first the model was developed to improve the Technical communication, Later it’s widely applied in the field of Communication, The model deals with various concepts like Information source, transmitter, Noise, chann receiver, channel, information destination, encode and decode, fatermation ——_‘Tranamitier Reception Destination © FEEDBACK @) ‘Shannon-Weaver's Model of Communication Sender. The originator of message oF the information source selects desire message Encoder: The transmitter which converts the message into signals Note: The sender’s messages converted into signals like waves or Binary data which is compactablo to transmit the messages through cables or satellites. For example: In telephone the voice is converted into wave signals andiit transmits through cables Decoder: The reception place of the signal which converts signals into message. A reverse process of encode Note: The receiver converts those binary data or waves into message which is comfortable and understandable for receiver. Otherwise receiver can't receive the exact message and it will affect the effective commtinication between sender and receiver Receiver: The destination of the message from sender Note: Based,on the decoded message the receiver gives their feed back to sender. If the message distraéted by noise it will affect the communication flow between sender and receiver Noise: ‘The messages are transferred from encoder to decoder through channel. During this process the messages may distracted or affected by physical noise like horn sounds, thunder and crowd noise or encoded signals may distract in the channel during the transmission process which affect the ‘communication flow or the receiver may not receive the correct message Note: The model is clearly deals with external noises only which affect the messages or signals from external sources. For example: If there is any problems occur in network which directly affect the mobile phone communication or distract the messages Practical Example of Shannon-Weaver model of communication :2 Business Communication (MMPC-007) Thomson made call to his assistant “come here I want to see you”. During his call, noise appeared (transmission error) and his assistant received “I want” only. Again Assistant asked Thomson (feedback) “what do you want Thomson” Sender: Thomson Encoder: Telephone (Thomson) Channel Cable Noise Distraction in voice Reception : Telephone (Assistant) Receiver: Assistant. Due to transmission error or noise, Assistant can’t able to understand Thomson's messages. The noise which affect the communication flow between them. Criticism of Shannon-Weaver model of communication * One of the simplest model and its general applied in various communication theories + The model which attracts both academics of Human communication and Information theorist to leads their further research in communication + _ It's more effective in person-to-person communication than group or massjaudience ‘+ The model based on “Sender and Receiver”. Here sender plays the primary role and receiver plays the secondary role (receive the information or passive) * Communication is not a one way process. If it’$/behaved like that, it will lose its strength. For example: Audience or receiver who listening @ Tadio, reading the books or watching television is a one way communication beéause absence of feedback * Understanding Noise will helps to solve the various problems in communication Levels of Communication Problems: There are three levels of problems of communication according, to Shannon Weaver. They are: a y ‘+ Technical problem —How a channel causes'a problem «Semantic problem —Is the meaning of message sent and teceived very different + Effectiveness problem -How effectively does the message’cause reaction Advantages of Shannon Weaver Model ‘ + Concept of noise helps in) making the communication effective by removing the noise or problem causing noise...) ee ‘+ This model takes communication asa twolway process. It makes the model applicable in general communication. « ee + Communication j ‘as quantifiable in Shannon Weaver model. Criticisms of Shannon Weaver Model ©) ‘+ Itcan be applied more for int }ersonal Communication than group communication and mass ‘communication? ay + Receiver passive pat in the communication process as sender plays the primary role tha messages + Feedback is taken as Sita comparison to the messages sent by the sender. . ‘The mode! is taken by tics as a “misleading misrepresentation of the nature of human {© ommnication” as human communication is not mathematical in nature. af 6 the Disferent types of Verbal Communication? to Chapter-3, QNo-1 (Q4. What is the difference between Diagonal Communicati Ans. Refer to Chapter-4,Q.No.-2 ion and Gank Plank? Q5. How do the barriers to listening affect the ee . ‘Ans. Refer to Chapter-5, Q.No.5 ONCEShrichokradhorcom _ (Q6. How can a Conflict be positive in meetings? ‘Ans. There’s a good reason why conflict and collaboration go hand in hand. Always agreeing might be your default when you lack confidence in your idea and want to save face, however, it functions more as a one-way street to boring town. How can innovative ideas find their feet when there's only room for same-same? For proactive teams with business wins on the brain, leveraging the power of effective collaboration is essential to making the most of every day and every meeting, Embracing conflict in positive ways is a ‘crucial part of effective collaboration, since the successful collision of ideas and perspectives is where something different and exciting can emerge. How to Handle Conflict in a Meeting: Embracing conflict in constructive ways and knowing how to handle a disagreement with a co-worker will pave the way for a,culture in which effective collaboration and brilliant ideas can flourish. Here are some actionable ways to embrace constructive conflict for effective collaboration Same goals, same vision: Start and end the meeting with why you're there Humans have wandered the earth for a while thankfully we figured out that after we put down all ‘our pointy sticks and worked together, things were great! Whether we're tradifigifood and resources or sharing a patch of green, the genius of collaboration functions through working towards the same (or complementary) goals. Often the key to embracing conflict in positive ways begins long before yolt'ye even opened your mouths. Effective meetings start and end with stafing and then reiterating the broader objectives that bring everyone to the table. With a shared undefStandingjof the goal’and what's at stake, the focus of conflict exploration and resolution shifts. It's lessabout.the preferences of individuals and more about the collective goal—and what's best fit to pursue Begin with a straightforward statement thatposes the key Question you're trying to answer, in context of how it serves the business’ longterm goals. Concltide each meeting with a summary of the collective answer. Though the answer might not be definitive, more “work in progress,” it can and should give clarity on what are the newt best steps. 4 Listen and Always Acknowledge the Valué of Someone’s Input: In sales, as in many industries and environments, there’s a misconception that the sucééss of Business negotiations depends on the ability of individuals to smooth talk and pitehyast. In reality; the opposite may well be the case. A lot of people believe that selling requires es > persuiade... In sales there's a traism that ‘we have fwo ears and one mouth and we should use them proportionately.” — Jon Bétghoff, Quiet by’Susan Gain ‘Through listening well, and théreby gléanifig albetter understanding of the concepts and concerns others are communicating, you're better equipped to inform, persuade and encourage them. You're conveying respect and building trust, through acknowledging the value each person brings. People want to be heard. so:the Question of how to handle conflict in a meeting is answered first and foremost throughilistening, Thenithe neXt best steps of approaching disagreement can go along the lines of: A + seb you mean Whitt say (POINT A) wh, thats great point, because it addresses (GOAL A) in these ways, + |However, have we considered (POINT B)? _»What would happen if we combined (POINT A) and (POINT B)? AZ Ikmay help address (GOAL A) in these ways. ‘Whenthere’s a clear purpose in place, and a healthy respect for individual contributions, a conflict of ideas within a meeting can produce new and even better ideas. Invest in Your Own Ideas, Before Bringing Them to the Table: You know what they say about assuming... With too many assumptions operating, often unnoticed, it's harder to break through perceptions of what is, to discover what could be. In many ways, innovation boils down to breaking assumptions and diving into unknown territory. One of the best ways to prevent assumptions getting in the way of effective collaboration and the flourishing of new ideas is through giving ideas the time they need to grow.2 Business Communication (MMPC-007)_ Encourage a culture where people bring their best ideas to the table: on pure gut instinct and assumptions. Provide the time for team members to ponder discussion points, research opportunities and connect the dots for themselves. This means what everyone brings to the table is less about assumption and more about facts—allowing for more constructive conflict. This is where the humble agenda comes into play. A handy agenda arrives in advance and outlines the key purpose and discussion points of any meeting, When it’s time to roundtable, everyone knows What they can contribute and are equipped with know-how and insights to share, Over to you: Truth is, everyday conflict is unavoidable, however chaos and drama. are not. Through proactive measures to encourage thoughtful research and respectful discussion, you can embrace conflict in every meeting—to help ideas flourish in the best collaborative spaces, After all, some of the best innovation has occurred simply through teams approaching a perceived need or problem with a shared goal to answer it Many great ideas and breakthroughs were achieved without people wortying if they were innovative enough or not. They simply chose to try and solve a problem they or their customers cared about.” — ‘Scott Berkun Nothing half baked or based Q7. Explain the concept of glossophobia? Ans. Glossophobia refers to a strong fear of public speaking, It is a specific type of phobia, an anxiety disorder characterized by a persistent and excessive fearof an object or situation. Individuals who suffer from glossophobia typically experience feat and anxiety when speaking in front of a group of people and, as a result, may avoid speaking ity public in an effott to avoid being embarrassed or rejected by others. Over time, individuals witht glossophobia may experience negative impacts on their mental health and success at work or school. BACKGROUND. »» STRONG FEAR cf SPEAKING in FRONT si e GROUP of PEOPLE s iS SABAH w Te rae roms © AEFECTS up ts 952% 5 th WoRLD'S PBPULATION Sheemenaele, Gok. seen” (GY -rensmnconne “ogee mes pan TREATMENT PRESENTATION ‘© DEPENDENT sn SEVERITY & PSE pr MEDICAL HISTORY, 7 passive: Now. ee LIFESTYLE CHANGES: Sect = finer exer tmgare fess = Pancho UME Sens | ‘PHYSICAL: 4 PSVEHOTHERAPY 7 PTF Repent copuslee wceary iene tie eee QD ocrTIve BEHAVERAL TH 7 Seer wace » MEDICATIONS nen Srewapouzenes Sremnusceers UStomves 1 + brcereessars i How common is glossophobia? According to the National Institute of Mental Health, affecting up to 75% of the world’s population. ‘+ What causes glossophobia? glossophobia is a very common phobia,Shrichakradhar.com : negative experiences involving a public speaking event ~ e.g., an individual was ridiculed, embarrassed, or rejected while giving a speech ~ may also contribute to the development of glossophobia. «Specific triggers of glossophobia will often vary from one individual to another. The most common trigger, however, is the anticipation of presenting in front ,of an audience. ‘Additional triggers may include social interactions, starting a new job, or going t School How is glossophobia diagnosed?: Since the exact cause of glossophobia may be due fa combination of factors, diagnosis by a mental health professional can include a variety of techniQues. Diagnosis is generally based on the signs and symptoms an individual exhibits, alongwith a review of their medical, social, and family history. In addition, assessment of symptoms and individual interviews are often used to dlassify the diagnosis according to the guidelines setforth by the Diagnostic and Statistical Manual of Mental Disorders, which is currently in its 5th edition (OSM-5). Signs of glossophobia may include avoiding speaking in public at all e6sts, over-preparing for social interactions, fearing judgement, experiencing extreme stress. during a presentation, and only engaging in activities that do not require public speaking. Individuals may come across as shy or introverted during social interactions; use mainly passive, non-verbal commitinication methods; or require alcohol or medications to mitigate fears before/engaging in public, speaking. Signs that glossophobia may be interfering and damaging various aspects of an individual's life include low self-esteem, social isolation, poor relationships, pessimism and poor achievement in work or schoo! There are also many symptoms of glossophobia, whieh typically present when an individual is asked to speak in public or is actively speaking in public, Physical symptoms result from a fight-or-flight response, during which the body produces adrenaline to prepare. for defense against perceived threats. This response is characterized by increased blood pressure, elevated heart rate, sweating, stiffening of muscles, nausea, and dry mouth’ Many of these symptoms coincide with those of a panic attack, as individuals may exhibit a feeling of panic when having to speak in public. Verbal symptoms may include a weakened tone of voice, shaking of trembling voice, and stammering, These can often trigger non-verbal symptoms such as high ahxiey,/stress, embarrassment, and fear of judgement during public speaking, In addition to a review of signs/and symptomé, diagndsis of some cases may require physical examination, laboratory tests (eg, blood tests and urine samples), or brain imaging in order to rule out other illnesses that may be inipacting aft individual's mental health or that result in similar symptoms (eg, psychiatric diseases, cancers affecting, the brain, or recent trauma). People with glossophobia may also’ have, other, a ng imental health conditions, such as depression, generalized anxiety disorder, or substaneestelated or addiction disorders. In order to appropriately manage the associated conditions, si aluation from a mental health professional is very important. How is gloss6phobia treated?: The of glossophobia usually depends on the severity of the condition and thé)medical f the individual. Typically, glossophobia treatments involve lifestyle changes, psychot medications. Oftentimes, relaxation techniQues, such as meditationor deap breathing, are mended. Other lifestyle modifications may include increasing physial exereise and practicing public speaking more often. These lifestyle changes are meant to help reduce the, emotional, mental, and physical symptoms of glossophobia by increasing focus, encoutaging positive coping mechanisms, and promoting overall health and wellness. Psychotherapeutic treatment options commonly involve exposure therapy (ET) or cognitive- ‘behavioral therapy (CBT) provided by a certified mental health professional. In ET, treatment involves exposing individuals to situations that trigger their glossophobia, which gives their minds opportunities to adapt to the triggers, enabling better management of their fears. On the other hand, CBT focuses on changing individuals’ mental, emotional, and behavioral processing of situations that could stimulate their strong fears of public speaking, at times also involving exposure. ‘Depending on an individual's situation and past treatments, certain medications may also be used to control symptoms of glossophobia. Anti-anxiety medications such as benzodiazepines (egs Business Communication (MMPC-007) lorazepam or clonazepam) may help prevent or control symptoms of anxiety or panic attacks. Beta blockers, like propranolol, are another class of medication that may help reduce symptoms of speaking anxiety, including increased heart rate, sweating, and dizziness, In some instances, sedatives may help relax and calm the body in triggering situations. Antidepressants such as selective serotonin reuptake inhibitors (e.g, sertraline) or selective serotonin norepinephrine inhibitors (e.g,, venlafaxine) may also be effective in managing social anxiety. What are the most important facts to know about glossophobia?: Glossophobia is a very common phobia characterized by a strong fear of public speaking. Individuals with glossophobia may avoid speaking in public, as they typically experience fear and anxiety when speaking in front of a group of people. Glossophobia may also involve a wide range of emotional, mental and physical symptoms that typically present when an individual is asked to speak in public or is actively speaking in public Because the exact cause of glossophobia is unknown, and symptoms alone may be non-specific, understanding contributing causes and triggers may help optimize prevention and treatment strategies. Treatment options can include lifestyle changes, exposure therapy (ET), cognitive- behavioral therapy (CBT), and in some cases, medication. In general, overcoming glossophobia is not a simple process and requires patience, willingness, and commitment from the affected individual. QS. Explain different steps of the process of writing? Ans, Refer to Chapter-9, Q.No.-2 Q9. What is Report? What are the characteristics of Good Report? Ans. Refer to Chapter-I1, Q.No-2 Q10, What is an Interview? What are the different types of Interview? Ans. The work Journey began with an interview. You have to pass the interview to start the work-life. But what is an interview and what value doesit hold? The interview is a formal meeting between two people (Inerviewer and interviewee). The interview is conducted to ask Questions and obtain information from the interviewee. An Interviewer is the one who asks Questions and an interviewee is who answers the Questions, In organizations or companies, interviews are genérally conducted to test the interviewee, check their domain knowledge, examine thei skills, scrutinize their behavior and attitude, and many other aspects that are required to fulfill organizational néeds. After proper evaluation, then only the interviewee is selected for the job role. Failing job interviews is not meant that you are inéapable of working, yowdon't have to be upset about it, despite this, you have to work on your flaws, tt¥ to polish yout skillset, understand where you're lacking, how you can fill in the gap, what measures you have to.take, and lastly, things that are required to succeed in interviews. Self-evaluation plays a major role here. To evaluate aminterviewee, there is not only one type of interview is followed by the interviewer, but they evaluate thejinterviewee bystesting them with different types of interviews. As it becomes important to prepare yourself for different types of interviews. But before, you should be aware what are the types of interviews and how they are performed, With respect to this, let us help you understand the types of interviews, which will aid you to practice accordingly and perform best in your future interviews, (1). Formal and Informal interviews: Formal interviews are well-planned interviews, the ‘Questions are prepared in advance, and the time, date, venue, dress code, _ decided prior to the interview, Whereas, Informal interviews are not well-planned es gsr The commoricatonetneen ahs also canals comereag oneal (2) Sequential and Panel Interview: Sequential interviews consist of several interviews, Flax in this kind of interview, the same set of Questions are asked repeatedly ty concn interviewers to check ifthe interviewee answers in the same manner cceae OY Several And in Panel Interview, several intervi es lewers are sitting a‘ ra This typeof interview mainly consists in Public Sectors keaton © the interviewee, everything is7 Shrichakradhar.com @) a 6) Group Interview: Group Interviews are where many interviewees participate in the interview. Usually, it is termed as applicant pool and it happens during college or university placements. In group interviews, many interviewees are evaluated and few are selected amongst all Situational Interview: In this kind of interview, a situation or a problem isjkept front of the interviewee and interviewers ask them how they will deal with it and what)will be the solution for it. Through this interview, they evaluated how well they yill manage problems in an organization and how proactive they are in taking decisions in SueHisituations. Phone or Video Call interview: This interview will be cee the Phone call off (Telephonic round) or Video Call. In the current pandemic, ave witnessed how interviewers were taking place on video calls, And this type terview was majorly focused on during the covid-19 situation. & ¢ ‘These were a few and the most common type of interviews which occurs in organizations and companies to test and evaluate the interviewees and fulfill the organizational needs OO" TYPES OF INTERVIEW fae erage sai Nes - Sequential end Fane! nee Tiger ce ‘ ‘+ The grapevine leads to making hostility agai * The grapevine may hamper information about the high I ‘A smart manager should take of the grapevine and try to minimize them. At the same time, he sh advantages of grapevine. Q5. What are the Compone ive Ans. Refer to Chapter-8, Q1 istics AD... communication? ean by I? What are the components of Business proposal? ipter-I1, QNo-5 teleconferencing? Explain its advantages? What are the various teleconferencing leconferencing is a newly developed method of electronic communication. It is a kind of communication where people staying in different locations participate in the group meeting or grou discussion through electronic technology. The participants of the teleconference are ea ies i. ‘is of two types: audio conferencing and video‘Business Communication (MMPC-007) 10 lows several people at ‘According to Himstreet and Baty, “Teleconferencing is a procedure that all al different locations to communicate electronically as effectively as at face-to-face ‘meetings. In the opinion of Quible and others, “Teleconferencing is a communication processes that facilities discussion among the members of an executive group who are in different locations.” Boone at others defined, “Teleconferences are electronic meetings that use ordinary telephone Lines to th 01 bring together three or more people at various locations?” From the above discussion, we can conclude that teleconferencing is an electroni ly ynference or meeting of people who are geographically dispersed. ay ‘Q10. Are the ethical findings in ethical communication valid for the organisa on technology? Why or why not? ‘Ans, Refer to Chapter-15, Q.No-5Shrichakradhar.com_ 4 Chapter-1 Basics of Communication Qi. Describe the concept of Communication, Explain Evolution and Elements of Communication? Ans. Communication is critical to human existence and survival, as well as the suitvival of an organisation, Its the process of developing and sharing ideas, information, poinis af view, facts, and feelings among, people in order to arrive at a common understanding, Communication is critical to management's Directing function A manager may be highly qualified and skilled, but if he lacks effective communication skills, his qualifications and skills become irrelevant. A manager must communicate effectively with his subordinates in order to get the work done properly. Evolution in the Communication Cave Paintings are the earliest form of communication. They were used to denote boundaries. These paintings also served as a record of significant events. They are typically found on the cave walls and ceilings. These paintings exhibited both symbolic and religious funetions. The’élest cave painting is found in France's Chauvet Cave. Around 30,000 B.C,, this painting was created. The earliest cave paintings are found in South Sulawesi, Indonesia, and Coliboaia Cave in Romania: Communication Symbols: Various signs and symbols Were used to convey iessages. In 10,000 B.C, rock carvings (Petroglyphs) were introduced. These rock paintings depicted scenes to tell stories. Carvings on the surface of the rock were also refetred tolas Rock Art Later on, graphic symbols were used to convey concepts or ideas. Chinese people; t00,,cleveloped characters for communication. At the conclusion, alphabets were created. After the alphabet, communteation evolved more easily Smoke Signals: These were used to commutii€ate. They were primarily employed in China. Chinese security personnel emitted smoke into the air, Smoke is portrayed aSa message to China's Great Wall Polybius, a well-known Greek historian ised smoke signals to represent the alphabet. Pigeons are well-known for their naVigational abilities. They were known to return home despite great distances travelled. Individuals used to wear,small letters around their necks in the hope that they would fly to the intendéd ieeipient. Pigeotis were?also used by Ancient Romans to inform ‘owners of the location of their entries, ‘They conveyed Vital messages and contributed to the evolution of communication. ibs People began to use courier sérvices as awareiiess increased. Postal services were used to deliver letters from one person 6 another. In India; China/Persia, and Rome, these systems were organised. In 1653, a Frenchman named De Valyef established the first postal system. The system was used to manage mailboxes and:lettePdeliveryan. ex - Newspapers: NewSpapefs continud'to belaswidely used mode of communication. Every other house receives dailyjnewspaper delivery. Thése Newspapers publish written news as well as information about other significant national@¥nts.Newspapers are classified into two categories; national and international Theit personalities, are determined by the news they deliver. Johannes Gutenberg, a German, invent@d the first printing/press system in 1440. The newspaper began to gamer more attenfio'andiforever altered the nature of communication. Radid#eBollowing the introduction of print media, radios were introduced, Radios serve as a source ot tion and entertainment for the public. Wireless signals have been thoroughly studied and fe scientists practised sharing content via wireless power, Radios are still used in mobile i and automobile systems. They were formerly a vital mode of communication. Telegraph was the first electrical communication system capable of sending text messages. Sending letters required effort and patience in order to receive a response. Telegraphs were invented to enable the transmission of text messages at a faster rate than written messages. It aided in the dissernination ‘of information throughout the country. ‘Alexander Graham Bell invented the telephone in 1876. Telephones became an integral part of every ‘household and office within 50 years of their invention. The devices converted human speech to2 Business Communication (MMPC-007) signals, Following that, these signals were transmitted via wires. In the early 1900s, landline telephone service began. Individuals could spend hours on calls over long distances. It was the most dependable mode of communication. When mobile phones were introduced revolutionised communication Television is an excellent source of entertainment. They are a means of communicating with a larger audience in an indirect manner. Numerous individuals throughout history have made extraordinary efforts to bring televisions to the world. Following World War Il, early televisions displayed black- and-white images. However, as technology advanced, colours were added to the screen. Today's in 1973, they televisions include a variety of features that enhance our entertainment and information. Internet: The Web's world has brought people together. In 1990, Tim Berners-Lee invented the World Wide Web, Satellites enable the internet to function. We can search for anything on the internet, from anywhere in the world. Wi-Fi enabled wireless connections in 1991. Since then, it appears as though people have developed an addiction to the internet. Nowadays, the internet is used in almost every aspect of our lives, business, and education. We rely heavily on the internet for our nation’s and generation's development. E-mail: Microsoft Business e-mail In offices, email is the most formal mode of communication. In 1975, John Vittal created software to manage e-mails. Numerous mailing, platforms have been developed as a result of this invention, E-mails are more efficient in terms of record keeping and cost savings. Text Message: Text messages are sent via a vatlety of network providers, In 1992, engineer Neil Papworth sent the first text message. Text messaging has been a game of few minutes since that day. Individuals communicate instantly via text messages. Online messaging apps have been introduced as a result of the advancement of the internet. These applications aid in the connection of people. ‘They exchange texts via the internet. Social media allows people to share every aspect of their lives, Sodal- media platforms enable users to share images, videos, and virtually anything else on the intemet, It is the most cutting-edge mode of communication available in the digital age, This has become more convenient with the advent of smart phones. Smartphones can be ‘equipped with social media applications. This generation's social media users are obsessed with these platforms. They use these apps to share the smudges of their daily lives. The way we communicate has been, transformed by social media, Through their social media profiles, we can see what other people are'doing. It's now simple to keep tabs on distant friends Communication has»been significantly’ facilitated. Distance is no longer an issue. You can communicate with anyone, whether they af distant or nearby. Improved communication has aided in the development of-our s6cial skills. Fach day, we communicate about life through verbal speech and text messages. Out daily communication via cell phones and other gadgets now includes a privacy featug@ enabled by end-to-end encryption. Elements of Communication + Thepperson who wishes to gonvey the message is referred to as the sender or transmitter. The ‘messages initiated by the sender, who modifies the receiver's behaviour. +) Any communication must have a message as its subject. It could be any facet of an idea, opinion, or data. If communication is to occur, it must exist in the sender's mind. GPR isormation communicator organises his concept into a series of symbols (words, signs, /___ etc.) that he believes will communicate with the intended receiver or receivers, The sender must choose the communication channel thro _ channel of communication is the medium through which 4s the connective tissue between the sender and receiver. + The receiver is the individual who receives the message, or the individual to whom the“Shrichakradhar.com _ 23 Q2. Explain the 7’s of Communication? Ans. Clear, The communication must be clear enough that the recipient does not need to seck clarification on what was said. It's best to keep things simple in this case. Avoid using complex words and do not assume that the recipient is aware of every detail of the storey. Concise: It is critical to be succinct because it saves time. Avoid using five sentences to convey information that can be communicated in two. Finally, succinetness is a delicate balancing, act. Employees must convey their message succinctly without omitting critical details Concrete: Specific and logical communication is concrete communicatio. The facts must be consistent with one another and with the communication’s premise. When néé@Ssary, facts in the form of data should also be used to bolster arguments. Correct: Ascertain that all written and verbal communication is free of, typographical and spelling errors. Avoid excessive reliance on spell checking tools, as they will miss subtle differences in ‘grammar or word usage. If you're going to use technical terms, ensireithet the recipient has a firm grasp on the subject Complete: Is the communication complete with the informationmnecessary for the recipient to act. Coherent: Sentences should be grammatically correct and, most importafllyp.on topic. Avoid bringing up diversionary subjects that can easily be addressed ifjsubsequent communication ‘Courteous: Manners and politeness go a long way, even more so in the high-stress environments that many businesses operate in. Avoid coming across as abFasive or demanding Rather than that, choose a friendly, professional, respectful, and considerate tone of voice when communicating, rot ( commmiteation \ / (cotfeeiess Conczeness fo Q3. What are the important Dimensions of Business Communication? ‘Ans, Business scommiinication has "the! potential to build or destroy relationships. Business communication establishes, maintain, and animates commercial relationships, Ithhas the pétential to both solvevand create problems for the organisation if the executives are not adept at communicating with employees, suppliers, and customers, Businss communication can exacerbate industrial turbulence while simultaneously promoting ‘nis ial Peace, The following summarised points provide additional justification for the necessity or aptiation of communication. ‘Effective operation of the enterprise: Communication is critical in all types of organisations, whether ‘small or large, public or private. As the adage goes, "good communication equals good business." Effective communication within an organisation is critical to the efficient performance of its employees. Contributes to decision-making: The desired outcomes of an organisation are highly dependent on ‘making the correct decision at the appropriate time. A communication system is necessary for making sound judgments8 Business Communicaton (MMPC:007) 1d by the availability of data, facts, reports, making process's quality is determine: tte The decision ieacutstore tenclethe sino des ofl comanunics Nonelt18]a170) ex ucnl osestaiutcas individual concerned in order for it to be implemented effectively. ; Sufficient planning; Additionally, communication enables effective planning. Acco Ming to Koontz and O'Donnell, “effective planning occurs when everyone accountable for it has a to all relevant information." Thus, communication is necessary not only for effective planning. also to ensure that it is carried out effectively Reduce intra-organizational conflict: Conflicts arise for a variety of reasons invangganisation with multiple levels of employees. By fostering understanding, effective communicationhelps to resolve conflicts. They benefit from communication because it enables them to learn aboutthe perspectives, issues, and thoughts of others. | According to Shobhana Khandwala, "the majority of conflicts in business are not fusdamental, but are caused by misunderstanding and ignorance of the facts; effective communication fetween interested parties minimises points of friction and minimises those that ineyitably ar Increased job satisfaction and productivity: Effective communication rejults in increased performance because individuals gain a better understanding oftheir jobs’ ay roles. Numerous production sources such as machine, material, and money do notresult in prodyctivity unless highly motivated men are present, and this is accomplished with the assistance of a Management that is democratic: Modern business! Organisations operate/under a democratic management system, It necessitates effective communication channels thrgtgh which employees, consumers, and other stakeholders can exchange information and) parficipate in discussions, consultations, and decision-making. - To improve labour relations: Industrial tranquillity is a necessity: in the modern era. Effective communication results in a more positive! élationship between, manggement and labour. Labor communicates their concems, suggestions, and expectations to the orgatisational head; managers, on the other hand, share their policies, programmes, and obptags vty subordinates and explain why. and how they benefit them as well. It results in a more favourable working relationship. Organizing effectively: Organizing entails delegating authority, allocating responsibility, decentralising, and establishing, relationships en members, which cannot be accomplished without communication. S a According to Dale Yoder, "communication is central to the organising proces: is critical for an effective organization's success or failure. Increase employee motivation and morale: Communication benefits employees’ morale by educating them about their role in the business. It instils a sense of secprity in them and motivates them to work. kffective communication is ¢fitical forincreasing employee motivation and morale. Human and industrial ‘relations es According {o Robert D. Berth, "human relations are ive ‘Thus, communication | ae impossible without wunicatioy imary source of conflict between labour and management is a communic breakdoy communication enables the maintenance of healthy maton joting mv lerstanding, cooperation, and goodwill.Shrichakradhr Chapter-2 | Process of Communication QL. Explain the foncept of Two way Communication Process? Ans. Two-way communication is a two-way exchange of information between two or more individuals. It isp dynamic process in which senders and receivers exchange information and ideas. Two-way comm{nication can take the form of verbal or non-verbal exchanges: It ean be face-to-face think team meetings and project meetings — or it can be one-on-one. Additionally, it can be conducted. virtually via Zoo conferences or webinars. Additionally, tw-way communication occurs in writing, whether online rin print formats. The critical point here}s that it entails some form of feedback between sender and receiver. ‘Additionally, twoway communication can be vertical, occurring from, top to bottom or vice versa. Alternatively, it an be horizontal, involving dialogue and conversations between colleagues at comparable levels Within the organisation. (1) Recognize Your Audience: Two-way communication begins with an.understanding of the audiences\ which are the organization's employees, Businesses should’ strive to provide employees\wvith information they deem necessary to engage them andbhelp the organisation succeed Businesses should understand what informatiomis critical for employees to know and what is a must-khow. They should devise strategies to foster healthy employee dialogue. Additionally,\it is necessary to enstirélithat employees do fot hesitate to express their opinions and are comfortable doing so, 2) Communication Channels Selection: After determining the!audience, a business's focus should shift to channel or mode of éofmununication’selection. It must determine the optimal and most appropriate medium for ensuring an adequate flow of information. It can make use of\cither existing Or'tew modes.(When it comes to feedback channels, a business ean choose between‘formal and informal mechanisms (3) Encouraging Employee Retommendations::A. business must ensure that it pays adequate attention to employee feedback” After selecting! the appropriate channels for feedback, it should use that feedback to convey. to @imployees that their opinion is valuable and meaningful. ; é x A prompt response to employee inquiries and suggestions will ensure that they remain committed to thein jobs. To acgémplishijthis, someone should be appointed to address employees’ €oncernsas they a (4) Responding to Received Feed! and _canngt besoverlookedTt ‘engagement, When a business. the employee feels respected any Employees)/must understand how their recommendations are being used by their organisation. This is only possible with continuous two-way communication for the ur ofidisclosing the results. “| Ho eS = Acting on employee feedback is the most critical step significantly aid in the development of strong work wledges an employee's contribution to the organisation,16. Business Communication (MMPC-007) Q2. Describe the Barriers of Communication? : ; Ans, Communication barriers are a phenomenon that occurs during communication between the formation from being transmitted accurately. They are frequently referred to as the “invisible wall" that forms between partners and prevents en from “seeing” or understanding one another. They can even be so intense that theyprevent a person from comprehending who they are. Communication barriers have a profound negative impact on relationships; they can have long-term consequences that can last a generation or even result in an organization's demise, Interpersonal Barrier (1) Language or linguistic barriers: Linguistic/Language barriers typically occur when parties interact in different languages. The most common instance,is a foreigner attempting to communicate with others in a foreign country without knowledge of the local language. Additionally, this category of communication barriers ineludes situations in which the communicating parties have varying levels of language proficiency. For instance, if one of them has a strong accent or if they speak very different dialects of the same language, this occurs. The latter option is particularly characteristic of the English language, which has spawned numerous dialects throughout the world. One cannot overlook the Janguage barriers that can develop even between speakers of the same language. The fact is that every language contairis synonymous and polysemantic phrases, and the various shades of meaning in oral speech can be used to canvey intonation, loudness, and so on. When people are initially unreceptive to mutual understanding, are largely stereotypical, or have an erroneous perception of another person. ‘They frequently misunderstand the meaning of what was said in this case. This reinforces the distinction between what is said and what is perceived, To overcome such interpersonal communication barriers, one must strive for the communication partner's appropriate perception, positivity, and ‘goodwill, as well as a constructive clarification of semantic nuances, (2) Psychological Obstacles: The psychological barrier is a type of socio-psychological phenomenon that occurs asa result.of an individual's encounter with communication difficulties. They are frequently inyisible;but have a negative impact on others. Often, it is the result of a person noticing his or her differences and difficulties conversing with others, which results in the development of complexes. They also o¢cur When a member of the communicating party rejects the mode of communication. 4 A refined intellectual and/a market seller are unlikely to communicate successfully for an extended [period of time; as these individuals have varying levels of socially significant valuescand operate, An distinct’ spheres. As a result, the attitude toward the interlocutor evolves.” b Poychological barre: anifest themselves in the following ways: » % Mr abiliy to listen and hear = Fear of physical contact GIP = Fearstationer projection © «Anticipating misunderstandings (3) Emotional Obstacles: When we misinterpret or are unable in i " to obtain information, in fact. We place a higher premium on our emotions and impressions. As a result, we miss the rec Sone » reimeening of what was said, complicaing the interaction ly, we misi "bed snoods" aes ee ee oa anebelj eds whe the communicator and the recipient and prevents infShrichakradhar.com “ 7 For instance, a team may perceive the new boss as aggressive or "dry," when in fact, he or she was experiencing family difficulties, which contributed to his depression during the first few days on the job. Another instance is when a friend becomes distant and less attentive as a result of personal issues, but the behaviour is misinterpreted as a refusal to continue the relationship. Because many people experience negative emotions as a result of their own actions, simple things like an unfamiliar salesperson's rudeness can have a profound effect ont them Negative emotions are transmitted to the communication partner, réduting their ability to connect, Often, the source of conflict is the bad mood of one of the ififéraction's participants. This is why it is critical to understand that bad moods are not always the recipient's fault. It is preferable to maintain an internal distance from negatiyeemotions and to allow the individual to calm down by leaving them alone for a while (4) Physical Obstacles: Communication barriers include the chafacteristics of the external Physical environment that create unfavourable conditions for. information transmission and perception Several of these physical barriers include the following: * Interference acoustically: Noise in the room 6r outside the window, construction work, slamming doors, a ringing phone, and so forty ‘Their detrimental effect is amplified/ifthe room's acouSties are poor and the communicator speaks too quietly or ina whisper; + Distracting surroundings: Sunlightor dint light, thé eblour of the room's walls, the landscape outside the window, paintings.and portraits) and so on. Essentially, anything that can divert the communicators’ attention is a distracting environment. + Conditions of temperature: If the room is either 80 cold or too hot, interpersonal communication is likely to be haemed in some way. + Climate conditions: This includes rain, wind extremes of high or low pressure, and other factors that, cam obstruct effeeti¥esinterpersonal communication. Each of the factors listed above fas the potential fo influence the effectiveness of communication by affecting the participants’ individual psychophysiological characteristics during the communication process. det Physical barriers can also arise as'a Fesulf of the communication medium's inconsistency with its character and objectiyés’Jtsmay occur as a result of the great distance between People, or as a result of excessive Vallage caused by prolonged waiting or an inability to regulate one's internal sta (5) The “authority” barricade: AftePdassifying all people as authoritative or non-authoritative, a person triists only the forfir and distrusts the latter Thus, tilist and distttatJare Personified and are contingent on the speaker, characteristics of the transmitted information, For mae a the Cy oe to the alvice of the young ‘Thelfollowing factors may influence a person's status as an authority figure: social position status), membership in a genuine “authoritative” group, Altractive appearance (whether the hairstyle is neat, the suit is ironed, the sihouette and colours are appropriate they are buttoned up, and they are shaved properly etc AA benevolent attitude toward the impacts addressoe (smile, friendliness aed once 2p use, for example); Competence (awareness of the communication partner's evel of professionalism); Sincerity, and ifthe listener trusts the speaker, the listener will readily percetge and remember the conclusions, while ignoring the course of ‘+ IFhe lacks confidence, he is more receptive to conclusions, - ie to the arguments and line of reasoning. oe ve18 6) ” @. Gg Business Communication (MMPC-007) Stereotype Obstacles: A stereotype is a simplified, widely accepted concept that contradicts one's own experience. These simplifications have an effect on how we perceive and comprehend the phenomena of our surrounding reality The stereotype has the following characteristics: ‘+ Stereotypes are erroneous generalisations ~ they are excessively broad, exaggerated, or simplified; + Stereotypes are widespread beliefs held by a particular group of people in society, and are frequently associated with ideas about the socio-psychological or anthropological characteristics of other social groups. * Stereotypes, as a predetermined set of beliefs and attitudes, are not formed through social experience. * Language is used to convey stereotypes; * Stereotypes are fairly persistent and difficult to change Iypically, these are exaggerated and simplistic assessments, such as "Ukrainians are greedy," "French are loving,” and so forth, They do/however, have a sizable influence on how information is perceived. A person has a well-formed opinion based on what is unknown, and when communicating, he adheres to his attitudes and stereotypes blindly, It furns out that a person "does not see” the actual situation or person, but rather reacts to his or her perception of this person or situation, é Stereotypes obstruct communication ‘in two ways: the meaning of the information can be distorted by the speaker's stereotype, as well'as by the listener's stereotypical thinking. It tums out that people appear to communicate in a variety of languages. Additionally, it is necessary to consider that steréotypes, which have a strong emotional component, are extremely stableand unsuited to change. Temperament Obstacle: The human being combines, biological and social characteristics without regard for an individual's unique and typological characteristics (a partner, a subordinate, and a leader), This Can make it{quite difficult to interact with the individual Temperament is a term that refers to the natufal relationship between stable individual personality traits thatdefine Various aspeets of an individual's mental activity dynamics. Our personality is biologically determined “by our temperament. It is based on the properties of the Netyons system, in conjunction with the human constitution and the body's metabolism. — ‘The temperament Of an individual i@}most readily apparent in his or her activities and interactiongwith other people.” Each individual selects and ives specific data from a vast array of impressions about theiwork id him, attention on certain phenomena while ignoring others. refer ; na in the surrounding world and their manner of lation provi for the formation of distinct personalities under the same tal condi strate the temperament barrier, we can use the following characteristics, ey Perament ofa person is readily apparent in his or her behaviour and speech, ‘The duration of one’s utterances, ‘The frequency with which you contact a partner, ‘The ease with which a person can be included i a i : i eShrichakradhar.com (8) @ 19 All of these characteristics are readily apparent during communication, and they are sufficient to accurately determine the personality temperament type. Conflicts occur when temperaments with which it is difficult to interact collide. For instance, combine two choleric individuals who require visibility and the attention of the reference group into a single project. You will almost certainly encounter a pre- fabricated conflict. Neither of the two leaders is likely to get along, That is why team dévelopment is such a responsible and demanding endeavour. The collision of people with varying temperaments can cpéai@ barriers to mutual understanding, frequently resulting in conflict. That is why, when interacting with others, it is critical to consider their temperament and character structure. Avoidance barricade: A person avoids encounters with "the communicator that are uninteresting and even more emotionally negative. If evasion is impossible, he/she makes every effort to avoid perceiving the message (inattentive, does not listen, does not look at the interlocutor, doe$"Aébuse any excuse to end the conversation), ‘They oceasionally avoid certain sources of information and situations(for example, the desire to close their eyes while watching "scafVplaces” in horfor film), Frequently, the “avoidance” barrier nianifests as a state of inattention. Thus, only by exerting control over the interlocutor's!and audience's affention is it possible to overcome this barrier. The critical objective igfto réselve two interrelated issues: attracting and maintaining attention. ‘The following factors have the greate8bimpact on aiperson’s attention: ‘+ Information’s relevance and Significance + Itsuniqueness ‘i * Presentation that is not,conVentional + Unexpectediness é + The rate at which information is transmitted * The voice's sonority, * Modulation offit A communicator wh@ possesses this Knowledge will be able to manipulate the situation in such a way that higfher messagéis well teceived. Gender Discrimination: The feaiuired}image on this post features a woman punching a ‘man in the:face with an angry, andpowerful jab, and I did not include it in jest. There are significafl basfiers to effeetive ifterpersonal communication that are gender-related, From sfrien@ship to work)ilalionships, dating, and marriage, men and women mye historically, been eith@rin@tfective at communicating or ineffective at communicating. Menand women are diamettically opposed in numerous ways, not just physically but also -emotighally. Women Frequently fee! misunderstood by men and vice versa. Understanding iccepting those distinctions contribute significantly to the effectiveness et Jeommunication between the two.20 Business Communication (MMPC-007) Intrapersonal Barriers @) Physical impediments: Individuals ¢ ‘own personal discomfort, such as sensory 4) receiver's end. . Physiological barriers frequently arise as a result of performance characteristics and limitations such as memory, concentration, mental acuity, and the functionyot sensory among others, More information is available here. experience physiological barriers as a result of their ysfunctions, This can occur on the sender's or organs such as the eyes, ears, and nose, This link will open a new window. . (2) Psychological impediments: Psychological barriers exist as a tesult of human beings emotional nature and mental limitations. These barriers result in absent-mindedness, fear of expressing one’s ideas to others, excitement, and emotional instability, which account for/a disproportionate number of communication difficulties. The following section discusses Some of the more prevalent types of psychological communication barriers. This link will open a new window. (3) Perceptual impediments: Perceptual barriers are/mental impediments caused by an individual's perception. The difficulty with communicating with others arises from the fact that we all perceive things differently. Barriers are perceived differently by each ‘individual, dependingyon their unique experience, cultural background, educational level, and value system. Everything we interpret is influenced by this experience, whether positive or negative. If a person has had negative interactions witha friend, everything the friend does or says will be filtered through this lens. Diverse perceptions result in divergent interpretations of the same message. This link will open anew window. @ Attitudinal impediment {titudinal barriers are those that develop over time as a result ‘of an individual's socioeconomic and cultural background and frequently manifest themselves in one's day-to-day communication with others. Attitude barriers can take the form of;péor management, a lack of consultation with employees, personality conflicts, a la¢k.of motivation, job dissatisfaction, insufficient training, and resistance to new ideas,~Attitude barriers are discussed in greater detail here. ‘This link opens a new window. ie (5) _ Emotional obstacles: Emotional barriers are the result of self-imposed mental limitations. Emotional bartiers €an exist in either the sender or the receiver. Emotions play a significant role in the communication process. IndividualsYencode or transmit information based on their personal experiences and expectations. | @,) Fof instanee, a subordinate’ who anticipates being rejected or denigrated for making a suggestionvor comment willefrain from sending his or her message. Q3. Explain the ways to eter! rs to Communication? pp tpn anil eae ma fone, a ats eae should ensure that the message is eee cesease' oaierts ei beers ane eae aia he reeves 1 ae Possible, and excessive use of technical terms Consult others prior to communication: When planning parties involved should be solicited. Its primary benefit the communication, suggestions from all will be that all those consulted during the the message's formation not according to is or her level bat cee nication should organise of understanding or surroundings.Shrichakradhar.com 2a Message Consistency: The message sent to the recipient should not be self-contradictory. It should be consistent with the organization's objectives, programmes, policies, and techniQues. When new information is required to be sent in lieu of the old, it should always include a statement indicating the change; otherwise, it may raise some doubts and Questions about the same. Follow-up Communication: To ensure effective communication, management shouldefrequently seek to understand the communication structure's weaknesses. In this situation, an ae made to dl determine whether a greater emphasis on formal or informal communication beappropriate. Ascertain that you receive appropriate feedback: The purpose of feedback is in whether the receiver correctly comprehended the meaning of the information | In face-to-face communication, the receiver's response is understandable. However, i case of written procedure. communication or other forms of communication, the sender G fa proper feedbackae ausiness Communication (MMPC-007) ‘Chapte! 3 Types of Communication Q1. What do you understand by the Verbal Communication and Non-Verbal Communication? Differentiate it. Ans. Verbal Communication: Verbal or oral communication is a for ‘a message, While the majority of people associate verbal s type of communication to be from informal office rm of communication that makes use of spoken words to convey communication with speaking, listening is a critical skill for thi: successful. Verbal communication can be used in a wide variety of situations, discussions to public speeches delivered to crowds of thousands. Improving your verbal communication skills can help you develap stronger relationships with coworkers and maintain a large network of contacts to call on in times of need. Consultants are one group of professionals who must pay special attention to this area of communication because they are constantly meeting new people and communicating large amounts of critical information quickly. This online communication course for consultants can help consultants improve their communication skills. Public speaking is a difficult aspect of verbal communication for ‘many otherwise confident businesspeople. If you struggle to organise your thoughts and control your nerves when presenting to ase of people, this free online webinar, Pitch for Success, can help you improve your public speaking skills, Verbal Communication Skills na Creates pene Gren: Non-Verbal Communication: Body language, gestures, facial expressions, and even posture are all examples of non-verbal communication. Non-verbal communication establishes the tone of a conversation and, if not managed carefully, can seriously undermine the message conveyed by yout words, nee shrinking back in your chair during a business meeting, for example, can aa? you appear unconfident, which may cause others to doubt the strength of your verbal contibuti reap we hy en i eth ou va escalate a friendly conversation into an aggressive confro pean! victimised and undervalued. ‘i he eae aan je emphases fecting, Would you like to learn how to communicate more effectis throu ivel) course Secrets of Body Language can teach you how to ae eeneigne online language, as well as how to read the body language of others, mela Soe bodyShrichakradhar.com ee or | ng clone [nen xb commencohen ; Main difference between Verbal Communication and Non Verbal Communication us d words, whereas language and body 2 loa? gestures. Gf . Non-verbal communication requires the sender and receiveftosbe Physically present, whereas verbal communication does not. | = | * The message of verbal communicationsis verbal communication is complex and the message of non- * Verbal communication is typically qui feedback, whereas non- verbal communication is slower and mor ning. * Verbal communication records future, reference, whereas non-verbal communication does not. © Both tend to be valuabl ‘* Both have a tendency + Both of these are modi ‘© Both entail the pre: (Q2. Explain the Diff ferbal Communication? ‘Ans. Verbal Cé ication is the process of conveying information through the use of tunication are the two primary modes of verbal communication. Mera carne handwritten letters and documents, typed electronic escent well as anything else conveyed via written symbols such eaineaee ton is necessary for conducting formal business and issuing ures, contracts, Press releases, and formal busi Ae iat hy ae : business proposals are all 5 effectiveness is contingent upon the writer's style, jon in the Oral: The other type of verbal face to face or via phone, voice chat, vid i24 Business Communication (MMPC-007)_ Non- verbal Communication: Nonverbal communication is the exchange of nonverbal messages. While these messages are typically used to supplement verbal communication, they can also convey thoughts and emotions on th Physical nonverbal communication, or body language, encompasses facial expressions, eye contact, body posture, gestures such as a wave or a pointed finger, overall body movements, tone of voice, and touch, among others. Facial expressions are the most frequently used nonverbal communication technique, For instance, a smile or a frown conveys distinct emotions that are difficult to express verbally. According to research, body language, which includes facial expressions, accounts for 55% of all emmunication, Paralanguage: The manner in which something is said, rather than the content of what is said, is a critical component of nonverbal communication. This encompasses voice quality, intonation, pitch, stress, emotion, tone, and manner of speaking, and conveys approval, interest, or a lack thereof. According to research, the tone of voice accounts for 38% of all communi Other nonverbal modes of communication typically convey information about an individual's personality. These include the following: ‘+ Aesthetic communication or artistic expressions such as dancing and painting. ‘* Appearance, or the manner in which one dresses and grooms oneself, Communicates one's personality. + Paintings and landscapes, for example, communicate soeial status and taste, Religious, status, or ego-building symbols are all examples of symbols, Visual Communication: Visual communication is a third mode of communication that employs visual aids such as signs, typography, drawing, graphi¢ design, illustration, and colour, as well as other electronic resources. Visual communication via graphs and charts frequently reinforces written communication and, in some cases, completely replaces it. As the adage "a picture is worth a thousand words’ implies, visual communication is frequently more effective than verbal and nonverbal communication. Visual communication has become much easier to express as a result of technological advancements. A thorough understanding of the various modes of communication and communication styles can assist you in knowing and dealing with people more effectively, in resolving misunderstandings and misconceptions, and in contributing toithe/enterprise’s success. Q5. What are the advantages and disadvantages of Nou-Verbal Communication? ‘Ans. Advantages of Non-Verbal Communication Nonverbal Communication, Benefits Complementary: Nonverbal cues enhance the meaning of a verbal message. You.¢an pat someone on the back as you express your regret. Simple presentation: Noneyerbal communication can be simplified by utilising visual, audio-visual, and silent modes of n@h-verbal communication Non-verbal messages may be used in place of verbal messages in situations where the verbal message is blocked by/Roise iption, oF A long distance, for example; gestures—finger to lips to indicate the need for quiet=or facial e 4 nod instead of a yes. ‘Accentuation: Frequently used: yhasise a verbal message. The verbal tone conveys the true meaning of vidual words. Repeat: Usedito reiterate a verbal message (e.g., while stating directions, Disadvantages of Non-Verbal Communication Nonverbal communication is quite ambiguous and imprecise, Because in-this communication to convey a clear message to the receiver, accurately. Their significance varies not only according to culture in the degree of intention, He Se Se aeritise 0 point in a direction). ion is not amenable to this type of analy Multi-channel: if you are focusing exclusively on someone's, ales some ei u eyes, you may mi: thing signifi in Sy Oe To eh a ae ae ace lca a teer er ee ttene ae a =Shrichakradha Chapter-4 Forms of Communication at Workplace Q1. Explain the concept of Communication at Workplace? Ans. Communication is one of the indicators of a high-performance cuiture)Workplace communication refers to the exchange of information and ideas within an organisation. Fffective communication, on the other hand, occurs when a message is sent and received "precisely. Effective communication is critical to success and happiness in every aspect of life"(both professional and personal), Effective communication is critical to achieving all business obje¢ti The empirical foundation for F4S has addressed communication within management and leadership approaches, and when we speak broadly about communication in the Workplace, we mean the following: Not quantity, but quality What we say and do Above all, you need to understand what makes your team "tick" and not justiyour team as a whole: you also need to understand each member's specific communication preferesices. Some team members may prefer lengthy one-on-one phone calls, while others may prefer Slack notes. Certain individuals may prefer SMS or quick emails, Certain individuals, may prefer limited communication except for large projects A significant communication error that managefS frequently makedfithe workplace is attempting to communicate “to the many.” Consider employee fewsletters, mass eniails, intranet postings, or anything else in Slack with the @channe! tag. While these are éffectivevon a large scale, they are not the preferred method of communication for‘évery member of the team. You must communicate "to one,” which means on a one-to-one basis. That is a8ignificant takeaway Additionally, you can use this quiz to astertaim your team/Sicomminication style, which is critical in today’s increasingly remote work envifonment. Communication is the bedrock of every agpéct of business. Effective communication is the exchange of information between two oF lore BEBple withithe goal of successfully delivering, receiving, and comprehending the message. It is the:process of Shaiting information between team members while keeping in mind what you wantto say, what ¥@u.acttally say, and how your audience interprets what you say. nt ‘The scientific study of comfmunteation cane divided into the following categories: Information theory is oncerned with the quahtification, storage, and transmission of data: Human communication stiies; 0) Biosemiotics is the study-@f communieation within and between living organisms, Gallup's “State of the, American Woskfores" report reveals that only 13% of the nearly 31 million employees survéjed believe theirteaders practise and foster effective workplace communication When it comésto wotkplace tion, effective communication is critical, + This willgo along wa ‘establishing effective teams. Allow.cveryone to communicate freely by giving them a voice. ‘Commimicate ideas freely and without fear of backlash y Effective communication boosts employee engagement, “ Gontributes to the development of a more productive and talented workforce ~ gq Forever, job satisfaction ‘+ Eliminate ambiguities, misunderstandings, and Questions + Creates a secure environment in which people can think creatively (Q2. Explain the different types of Communication? ‘Ans. Formal Communication: While formal communication may sound complicated it is generally governed by a chain of command and adheres to organisational convent es, communication can take on any ofthe fllowing,forms within an organisational swuree 7" OT™™! me - seetion (MIMPC-007) ea = lisiness Commun F at ci form of formal (1) Communication with the Downward The most stereotypical cas aan communication is downward communication. Information flows downw Taragament(@) lower) levels. Iti) the moat drequesnly used method of formal cinmanication. Downward communication encompasses orders and instructions or in writing Downward communication tools such 9s reports, emai requently used. Upward communication sefers)to the flow of int and senior levels. Typigalforms of upward reQuests, instructions, and complaints (from conveyed orally letters, and manual communication are f 2) Communication in the upward direction: information from subordinate to manageme communication include reports, suggestion: employees to managers and above). (3) Communication on a horizontal plane: Hi information between individuals who work at the but have distinct areas of responsibility. Horizontal communication is slightly m numerous examples of this type of f various departments (HR, jorizontal communication is the exchange of same of similar levels in an organisation wore fluid and reliant on interpersonal communication. There are communication, such as communication between managers ot Marketing, Sales, etc) (4) Communication in Diagonal Direction: This/@cctirs, when employees from disparate departments and levels of authority communiéate with one another)zegardless of their chain of command. Diagonal communication\is;exemplified by the relationship between a floor manager and a sales team & Informal Communication: Informal Communication 1s informal communication between coworkers. These are informal communications that occur ag-@ Tésult of social bonds. Informal communications indicate a positive working relationship between coworkers and contribute to employee happiness. It connects employees and bridges gaps. Informal communication can be classified into four distinet types: Single Strand: One person communicates with another and. then communicates with yet another. (Communication is the exchange of information between two individuals on a one-to-one basis. Gossip Chain: A group conversation in which everyone conyerses informally. Probability Chain: Each individuabrandomly informs another individual of the same message. Cluster Chain: A single individual shares information with a select group of individuals, and each of those individuals in turn shares the information with others. (Q3. Describe the benefits of efvective Communicati b ts of eft ion at Workplace? Ans. 0 mi Efective communication in the workplace occurs when information and ideas are exch exchanged net alvays transmit and recived accuralaly pe exchanged in the workplace, they are formation bu lo explaining itn way that the recipient under catfon requires not only relaying Mitigated Conflict: Effective workplace commu er conflict or tension. The majority of conflicts 2.27 frakradhar.com_ _ misinterpreting what is being communicated. tactics that result in individuals Misunderstandings can leave employees and other members of an organisation feeling ply incapable of performing as expected unheard, disrespected, ignored, or si For instance, if one team member is instructed to make 25 calls per day while another team member in the same position is instructed to make 50 calls per day, the employee with the most calls may feel exploited. However, if the team leader holds a meeting to elarify how many calls each employee is expected to make, all employees will receive the same information, reducing the likelihood of conflict or tension. (2) A boost in employee engagement: Effective communication aécomplishes more than ensuring that information is received accurately. Additionally, iit works to connect others and maintain open lines of communication between employees and other organisation members. This ultimately results in increased employee engagement, which can result in increased employee satisfaction and a healthier company cultuite, * Several ways in which communication enhances,employee engagement include the following: * Assists management in gaining a better understandiifig of emplVées? goals, needs, and motivations + Ascertains that employees’ abilities and abilities are recognised anidintilised whenever possible * Enhances employee connection fot a! more enjoyable work environment Enhances relationships between employees ahd mafiagementy/as Well as between management and the organization's c-level employees (3) _ Increased output: Employees who are engaged in théit workland have a firm grasp on the expectations placed on them aféinore likely fo be, productive and efficient. When employees do not understand theit role or expectations in a position or have insufficient resources to perform their dufies, they frequently feel.confused or incapable of performing their job to the best of their abilities. Assuring'that information is readily available and communicated effectively enables employ@@s)to perform their duties accurately and can result in increased productivity across the organisation. (4) Enhanced client relationships: Effective workplace communication is critical for all employees. Effective eomimunicatign hasiadirect impact on client relationships as well Businesses that communicate effectivély with their customers or clients are more likely to develop strong Tlationships and.setain’ clients than businesses that do not prioritise customer cominuniéstion. CustofeFS geek out businesses that value their relationship and keep themanformed of changes, and:fhey are more loyal to these bi keep Degas loy uusinesses when they feel (5) _A psitive Work environmiént culture: Effective communication is critical to sustaining a positive) workplace (@ultiire. ‘Numerous workplaces employ individuals from di fe cultures, races, and beliets,)and conflict is a natural result of such diversity. An es egomimiinication culture promotes a healthy and accepting work environment in whice on desi employees feel valued and understood. ee (6) “Increased employee direction: Open communication i

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