MANPREET KAUR SAINI
STUDENT I.D _S23656 _309I
COMMUNICATION
QUES 1 Michael works as a sales representative in the New South Wales showroom & ware house of the Wood Panel Division of a large Australian company , Woodstone .Senior buyers for a large kitchen joinery firm based in Queensland & Victoria visit the New South Wales showroom & show a keen interest in the new products .Michael is able to make further contact with this client firm by letter, telephone or personal visit.
(a) Outline the advantages & disadvantages of the three possible channels of communication.
ANSWER : As we know that Michael is able to make further contact with client by letter , telephone & by personal contact.
ADVANTAGES OF FIRST CHANNEL THAT IS BY LETTER ARE:
(1)He can write the concerned subject with clarity & longevity so that other is able to emphasize on it.
(2) Through letter one is also able to write his thoughts in deep as it is the cheapest mode of chanel or moreover it don’t require any electricity.
DISADVANTAGES OF THIS CHANNEL ARE :
(1) It lacks in visual communication .
(2) It also requires a time to reach at the final destination which may cause barriers in terms of time.
.
ADVANTAGES OF SECOND CHANNEL THAT IS BY TELEPHONE ARE:
(1) It provides quick communication.
(2) Through telephone one is also able to show his interest on the spot & can gain quick respond which in turn can be useful for gaining good outputs.
DISADVANTAGES OF THIS CHANNEL ARE :
(1) It may cause obstacles in terms of range & connectivity which can interrupt the ongoing process.
(2) This can also take the form of ignorance as one is not able to judge the reaction of the other visually.
ADVANTAGES OF THIRD CHANNEL THAT IS BY PERSONAL VISIT ARE:
(1)Through this one can easily show his concern on the spot can respond immediately which will provide smooth track for the on going process.
(2)Personal visiting also develops a strong bond of coordination & one can easily attain privacy also
DISADVANTAGES OF THIS CHANNEL ARE :
(1) It requires a valuable time.
(2) It may cause barriers to reach the concerned person if one is away from his house which in turn can cause harassment .
(b)Decide which of them Michael should use for the first follow-up contact with this potential client . Give reasons for your choice of channel.
ANSWER : I think Michael will choose telephone for the first follow – up contact with his client because it is the easiest & instant mode of communication through which one can easily impart his message & can gain feedback & can response which will provide faster track for the ongoing process.
QUES 2 (a) One of the most important skills that any person in an organization needs is the ability to communicate. Without communication your other skills are less useful. Explain the meaning of this statement ..
ANSWER. The most important skill of any person is the ability to communicate.This upward statement tells us that without communication we cannot develop a circle or surrounding which is very important for human beings .As man is social animal by nature so we have to depend on others for give & take .But if we don’t develop a communication it will become difficult to distinguish between man & an animal.
(b) Should an organization train its staff in workplace communication ? Give reasons for your answers.
ANSWER: It is very important for the organization to train his staff in workplace because good organization is only that which communicates well both internally & with other companies & clients. It is the foremost duty of the organization to aware his clients about the organizations cultureS , values & the resources available to it & its power relationships .Moreover information is crucial to any organization and the better the flow the more successful is it .Good communicators are honest with themselves and others and have the ability to say what they want to feel but not at the expense of others.
QUES 3 (a ) list three statements that you have written or spoken ( or observed) that were insensitive to the receivers choice.
ANSWER: The three statements that I have observed or that were insensitive to the receivers feelings are:
(1) Hey COME NOW !
(2) YOU SEEMS TO BE VERY BORED OR UNSUAL.
(3) GET OUT FROM THIS PLACE. .
(b)Discuss the sort of communication barriers caused by each of these statements.
ANSWER : The sort of communications barriers caused by these statements is .
(1) In the first statement the cause of barrier is the differences in perception .
(2) In the second statement the cause of barrier is different attitudes & values .
(3) In the third statement the cause of barrier is improper use of time & situation .
(c ) Re state , to the people you are working with , each mends in a more sensitive way and ask them if they think the new version would be more effective.
ANSWER . (1) In the first statement we have to take care about the feelings & the source of earnings of the salesman we have to listen him instead of ignoring him
(2)In the second statement we don’t have to make guesses because guesses sometimes leads to misunderstanding .
(3) In the third statement we have to work patiently with manageable time to avoid unsual circumstances.
(d) Discuss three ways in which communication barriers can effect interpersonal communication .
ANSWER . The three ways by which communication barriers effect interpersonal communication are :
(1)IGNORANCE ABOUT THE RECEIVER .if we are not well acquainted with the personality profile needs value system & background of the receiver the chances are that we may not communicate at the same level of understanding as the receiver.
(2) INAPPROPRIATE USE OF LANGUAGE . words are the principle tools in our interaction with people . Improper selection of words is a big barrier to communication . In addition words that we use do not mean the same meaning to different people also create imbalance .
(3)NEGATIVE ATTITUDES , lack of respect trust or sensitivity also cause receiver to become defensive or hostile & this can lead to the breakdown in communication . Thus we need to be open & create an atmosphere where the receiver is encourage to seek clarification .OR be brief be aware of language , know what you are talking about .INTEGRATE YOUR WORDS, GESTURES & TONES .
QUES 4 Two colleagues , Marry and David , meet in Davids office to discuss the introduction of the new software package on the agenda at tommorow’s staff meeting .As they talk through the procedure to introduce this package to other staff :
*David answers & deals with a telephone call & then continues the conversation with Marry;
*Another person enters Davids office & interrupts the conversation to ask Marry to solve a problem in the delievery times for stock ;
*When Marry has provided the solution, Marry & David resume their discussion :
*Marry looks at her watch & exclaims that it is time for her next appointment;
*As they rush to finish their plans they discuss who will present the new software procedures at the staff meeting . When that item comes up , Marry expects David to present the procedure : David believes Mary is to present it.
(a) Identify the comeover in this case; when attention will get diverted the brain of the person is not able to focus on the desired outcome which in turn may cause or create trouble .
.(b) List the two sources of noise at the initial planning meeting ?
ANSWER : The two sources of noise at the initial planning meeting was the entrance of the another person & his interruption in the talkings of Mary & David .
(c)How could Mary & David have dealt with the noise & interference in their planning meeting?
ANSWER : The routine tasks of any workplace is to gather , record & convey simple information . Another is to give & follow instructions . Good communicaters use appropriate communication skills such as listening , speaking , questioning & offering feedback as they collect & organize information & they give accurate , clear & comprehensive instructions . To complete the task successfully they must participate in discussions & interact in a supportive efficient & effective way .People who are able to communicate well in workplace are generally happier in themselves & manage to handle difficult or tricky situations .They are likely to achieve good outcomes that are satisfying for everyone .
QUES 5 (a) Why good communication is so important in the workplace ?
ANSWER : God communication is so important because good communication establishes a connection & understanding between two or more people .It enhances individuals , work performance & relationship with others . It allows individuals to interact to satisfy their own needs & to develop their personal , social & work relationships . It also enables leaders & managers to control work procedures , motivate others & balance the needs & goals of individuals with those of the organization .
(b)What is the relationship between the sender & the channel ?
ANSWER : MESSAGE is the idea or the feeling transmitted from sender to the receiver to achieve understanding . It makes connection between sender & the receiver.
CHANNEL
A communication channel is the means or technique used to signal or convey a message FOR EXAPLE : LETTER , TELEPHONE CALL , RADIO .
(c)How is feedback transmitted in non verbal communications ?
ANSWER : Communication process occurs through various steps .
THOUGHT. First information exits in the mind of the sender . This can be idea or feeling .
ENCODING : Next a message is sent to receiver in words or other symbols.
DECODING : Lastly the receiver translates the words or symbol into a concept or information so that he or she can understand.
During transmitting of message two elements will be received CONTENT OR CONTEXT.
CONTENT is the actual words or symbols of the message which is known as language, the spoken & the written words combine into phrases that make a grammatical sense .We all use & interupt the meanings of the words differently , so even simple messages can be misunderstood . As many words have different meanings to confuse the issue even more .
CONTEXT ; is the way the message is delivered & is known as parelanguage , it is the non verbal element in speech such as tone of voice ,body language etc that can be detected
.
(d)What are the two factors that influence a persons perception of the message ?
ANSWER : The two factors that influence a persons perception are ; SELF CONCEPT , EXPERIENCE , FEELINGS & CULTURE
(e)How does noise affect communication?
ANSWER : NOISE interrupts the message & a communication flow between the sender & the receiver which lead to misunderstanding or confusion .Noise distorts the intended message so it is not necessary that we will the same message as sent .Something other than the intended message can be received because of noise or interference
(f)Communication is a learned behaviour . Do you agree or disagree ? why ?
ANSWER : I agree that communication is a learned behavior because if we don’t talk our tongue gets rusted .Moreover communication provides us the opportunity to come across with different people sharing our thoughts develops multi culturism society which in turn provides smooth track for communication without any distinction of caste , colour & creed
.
(g)Why it is important for both sender & receiver of a message to have empathy for the other person ?
ANSWER : Empathy is the capability to share & understand anothers emotions & feelings .It is often characterized as the ability to put oneself into anothers shoes.It is very much important to have empathy because it reduces the chance of communication barriers & associated problems .We also have to be willing to provide appropriate & sufficient feedback to achieve understanding..
QUES 6 Checking what the other person said
*Persons A & B are to discuss a topic of interest by taking opposite sides .Person C is the observer .
*Person A opens the discussion . Person B gives the feedback to person A by summarizing what person A has said before giving an opposing view. Person A summarise what person B has said before person A continues with their opposing view .
*Continue this for 10 minutes .When person C believes that either person A or B has not summarized the other persons point of view accurately .Person C can give feedback to both A & B
ANSWER : From the above discussion it seems that both the persons A & B are unable to solve their problem themselves ..
(b)After 10 minutes discuss the advantages gained by checking what the other person said.
ANSWER : After 10 minutes discussion the advantages gained by the person C is that he worked as a intermediate or intervene or moreover person C also used diplomacy trick to gain appreciation from both the sides .
Letter
Write a letter to your publisher advising him to change the layout of design components & the colour combinations of your upcoming novel which u are expecting to release with the next time .
.
MANPREET KAUR SAINI
145, ALFRIEDA STREET
ST- ALBANS
VICTORIA 3021
DATE 23 JULY 2009
.
HARRY
345, COLLINS STREET
SUNSHINE
VICTORIA 3021
HELLO SIR
GOOD MORNING .How R U ? I hope U will be fine & in high spirits .
As U know that my upcoming novel is going to be released very soon .I want that to divert UR kind attention towards the layout of design components & color combinations of my novel that I want to change . I want that U will provide me such type of service by which I can get the best the best design to cater the interest of the buyer as I am not satisfied with my current layout .I want attractive & impressive layout of design components .Apart from this I also want some changes in color combinations . I don’t want dark colors as they interrupt or disturb the eyes of the readers. I want light & sober colors combinations so that buyers & readers will feel relaxed & smoothened while reading. So I want that as soon as possible please try to fulfill my these needs so that I will continue with the rest of the publishing procedures because without these changes I cann’t move ahead .
If U will do this favour for me I will be very thankful to U .
THANK U
YOURS SINCERELY.
MANPREET KAUR SAINI
145, ADFRIEDA STREET
ST- ALBANS
VICTORIA 3021
Friday, July 31, 2009
309I_HARDEEP KAUR_S17996
1: ‘Communication is an interactive process.’ Briefly explain.
Ans:The Process of “Communication is an interactive process”. Communication means as the line depicts its interacting with others I.e sharing our ideas, emotions and views with others .This include encoding and decoding of data which we areto
communicate with others. Communication is an interactive going process because in communication sender sends a message to the receiver to communicate his views with him and the receiver sends the appropriate answer to the sender after having the proper understanding of the message that is feed back. In the mean time of this process encoding and decoding of the context and selection of the proper channels takes place. The choice of channels is made after considering the needs of the situation.
It has seven mein elements..
Sender,messager,receiver,feedback,channel,context,interference or noise.
Verbal communication is further divided into written and oral
communication. The oral communication refers to the spoken words in the communication process. Oral communication can either be face-to-face communication or a conversation over the phone or on the voice chat over the Internet. Spoken conversations or dialogs are influenced by voice modulation, pitch, volume and even the speed and clarity of speaking. The other type of verbal communication is written communication. Written communication can be either via snail mail, or email. The effectiveness of written communication depends on the style of writing, vocabulary used, grammar, clarity and precision of language.
Examples: - oral
Nonverbal Communication
Non-verbal communication includes the overall body language of the person who is speaking, which will include the body posture, the hand gestures, and overall body movements. The facial expressions also play a major role while communication since the expressions on a person’s face say a lot about his/her mood. On the other hand gestures like a handshake, a smile or a hug can independently convey emotions. Non verbal communication can also be in the form of pictorial representations, signboards, or even photographs, sketches and paintings.
EXPRESSION, EXPRESSIVE BEHAVIORS, BODY LANGUAGE.
Graphic Communication
Graphical communication involves using visual material to relate ideas, such as drawings,photographs.. The drawings of little children and a rough map sketched to show the way could be considered graphical communication. Any medium that uses a graphics to aid in conveying a message,instruction. or an idea is involved in graphical communication. One of the most widely used forms of graphical communication is the drawing.
Here, focus is on the presentation of text, pictures, diagrams, photos, integrated on a computer display. The term visual presentation is used to refer to the actual presentation of information. Recent research in the field has focused on web design and graphically oriented usability. Graphic designers use methods of visual communication in their professional practice.
Examples : -
Photographs
, drawings, line art, graphs, diagrams, design and maps etc.
3.Define the turn “Sender” and “Receiver”.
a. The sender:
This is the person or group sending the message.
The source of the communication wants to send a thought, feeling or idea (message).
b. The receiver:
The receiver is the person or group for whom the message is intended.
The target person- no two are alike, each brings unique outlook important to keep the uniqueness of recipient into consideration
The message:
message means What you are trying to say. Messages cover a whole range of things including:
Information, rules, jobs waiting to be completed, training etc.
c. Feedback:
This is the way the Sender:
· checks that the Receiver has received the message.
· checks that the Receiver understands the message.
· discovers their opinions, attitudes and ideas about the message, and
· allows the Receiver the chance to ask questions about the message.
· Verbal communication of the category includes sending message in the form of spoken language.
Example: - Spoken conversations between two people.
· Non-verbal communication involves things such as body language, crossing your arms, having your hands in your pockets, crossing your legs, eye contact etc.
4.a.Define the term “perception”.
b.List the four factors that may influence the perception of the sender or receiver of a message.
a. Perception:
Perception can be defined as attaching significance to visual information.
The important thing to remember about perception is that it’s “in the eye of the beholder”: actually, it’s not in the eye at all, but in the brain, in areas associated with vision in the parietal and temporal lobes. Perception is an essentially constructive process. People do not see the world in the same way a mirror reflects the world; their brains create their perception of the world through processes that are not entirely predictable.
b. the four factors that may influence the perception
1. Color
2. Form
3. Depth and
4. Motion
5.a.list four different types of communication.
b.Define these and give an example of each.
a. There are four main types of communication:
Communication can occur via various processes and methods and depending on the channel used and the style of communication there can be various types of communication.
· written
· verbal (verbal can be spilt into two groups; verbal and non-verbal)
· computerized and
· Special methods.
b. Examples for different types of communication:
· Written communication of the category includes message that is written in any language.
Example: - letter wrote for teacher.
· Verbal communication of the category includes sending message in the form of spoken language.
Example: - Spoken conversations between two people.
· Non-verbal communication involves things such as body language, crossing your arms, having your hands in your pockets, crossing your legs, eye contact etc.
Example: - the overall body language of the person who is speaking.
· Computerized communication means sending the message in the form of 0’s and 1’s.
Example: - E-MAIL, any message in the form of 0’s and 1’s.
· Special methods communication is a communication represents relationships visually with grams.
Ans:The Process of “Communication is an interactive process”. Communication means as the line depicts its interacting with others I.e sharing our ideas, emotions and views with others .This include encoding and decoding of data which we areto
communicate with others. Communication is an interactive going process because in communication sender sends a message to the receiver to communicate his views with him and the receiver sends the appropriate answer to the sender after having the proper understanding of the message that is feed back. In the mean time of this process encoding and decoding of the context and selection of the proper channels takes place. The choice of channels is made after considering the needs of the situation.
It has seven mein elements..
Sender,messager,receiver,feedback,channel,context,interference or noise.
Verbal communication is further divided into written and oral
communication. The oral communication refers to the spoken words in the communication process. Oral communication can either be face-to-face communication or a conversation over the phone or on the voice chat over the Internet. Spoken conversations or dialogs are influenced by voice modulation, pitch, volume and even the speed and clarity of speaking. The other type of verbal communication is written communication. Written communication can be either via snail mail, or email. The effectiveness of written communication depends on the style of writing, vocabulary used, grammar, clarity and precision of language.
Examples: - oral
Nonverbal Communication
Non-verbal communication includes the overall body language of the person who is speaking, which will include the body posture, the hand gestures, and overall body movements. The facial expressions also play a major role while communication since the expressions on a person’s face say a lot about his/her mood. On the other hand gestures like a handshake, a smile or a hug can independently convey emotions. Non verbal communication can also be in the form of pictorial representations, signboards, or even photographs, sketches and paintings.
EXPRESSION, EXPRESSIVE BEHAVIORS, BODY LANGUAGE.
Graphic Communication
Graphical communication involves using visual material to relate ideas, such as drawings,photographs.. The drawings of little children and a rough map sketched to show the way could be considered graphical communication. Any medium that uses a graphics to aid in conveying a message,instruction. or an idea is involved in graphical communication. One of the most widely used forms of graphical communication is the drawing.
Here, focus is on the presentation of text, pictures, diagrams, photos, integrated on a computer display. The term visual presentation is used to refer to the actual presentation of information. Recent research in the field has focused on web design and graphically oriented usability. Graphic designers use methods of visual communication in their professional practice.
Examples : -
Photographs
, drawings, line art, graphs, diagrams, design and maps etc.
3.Define the turn “Sender” and “Receiver”.
a. The sender:
This is the person or group sending the message.
The source of the communication wants to send a thought, feeling or idea (message).
b. The receiver:
The receiver is the person or group for whom the message is intended.
The target person- no two are alike, each brings unique outlook important to keep the uniqueness of recipient into consideration
The message:
message means What you are trying to say. Messages cover a whole range of things including:
Information, rules, jobs waiting to be completed, training etc.
c. Feedback:
This is the way the Sender:
· checks that the Receiver has received the message.
· checks that the Receiver understands the message.
· discovers their opinions, attitudes and ideas about the message, and
· allows the Receiver the chance to ask questions about the message.
· Verbal communication of the category includes sending message in the form of spoken language.
Example: - Spoken conversations between two people.
· Non-verbal communication involves things such as body language, crossing your arms, having your hands in your pockets, crossing your legs, eye contact etc.
4.a.Define the term “perception”.
b.List the four factors that may influence the perception of the sender or receiver of a message.
a. Perception:
Perception can be defined as attaching significance to visual information.
The important thing to remember about perception is that it’s “in the eye of the beholder”: actually, it’s not in the eye at all, but in the brain, in areas associated with vision in the parietal and temporal lobes. Perception is an essentially constructive process. People do not see the world in the same way a mirror reflects the world; their brains create their perception of the world through processes that are not entirely predictable.
b. the four factors that may influence the perception
1. Color
2. Form
3. Depth and
4. Motion
5.a.list four different types of communication.
b.Define these and give an example of each.
a. There are four main types of communication:
Communication can occur via various processes and methods and depending on the channel used and the style of communication there can be various types of communication.
· written
· verbal (verbal can be spilt into two groups; verbal and non-verbal)
· computerized and
· Special methods.
b. Examples for different types of communication:
· Written communication of the category includes message that is written in any language.
Example: - letter wrote for teacher.
· Verbal communication of the category includes sending message in the form of spoken language.
Example: - Spoken conversations between two people.
· Non-verbal communication involves things such as body language, crossing your arms, having your hands in your pockets, crossing your legs, eye contact etc.
Example: - the overall body language of the person who is speaking.
· Computerized communication means sending the message in the form of 0’s and 1’s.
Example: - E-MAIL, any message in the form of 0’s and 1’s.
· Special methods communication is a communication represents relationships visually with grams.
Ans:The Process of “Communication is an interactive process”. Communication means as the line depicts its interacting with others I.e sharing our ideas, emotions and views with others .This include encoding and decoding of data which we areto
communicate with others. Communication is an interactive going process because in communication sender sends a message to the receiver to communicate his views with him and the receiver sends the appropriate answer to the sender after having the proper understanding of the message that is feed back. In the mean time of this process encoding and decoding of the context and selection of the proper channels takes place. The choice of channels is made after considering the needs of the situation.
It has seven mein elements..
Sender,messager,receiver,feedback,channel,context,interference or noise.
Verbal communication is further divided into written and oral
communication. The oral communication refers to the spoken words in the communication process. Oral communication can either be face-to-face communication or a conversation over the phone or on the voice chat over the Internet. Spoken conversations or dialogs are influenced by voice modulation, pitch, volume and even the speed and clarity of speaking. The other type of verbal communication is written communication. Written communication can be either via snail mail, or email. The effectiveness of written communication depends on the style of writing, vocabulary used, grammar, clarity and precision of language.
Examples: - oral
Nonverbal Communication
Non-verbal communication includes the overall body language of the person who is speaking, which will include the body posture, the hand gestures, and overall body movements. The facial expressions also play a major role while communication since the expressions on a person’s face say a lot about his/her mood. On the other hand gestures like a handshake, a smile or a hug can independently convey emotions. Non verbal communication can also be in the form of pictorial representations, signboards, or even photographs, sketches and paintings.
EXPRESSION, EXPRESSIVE BEHAVIORS, BODY LANGUAGE.
Graphic Communication
Graphical communication involves using visual material to relate ideas, such as drawings,photographs.. The drawings of little children and a rough map sketched to show the way could be considered graphical communication. Any medium that uses a graphics to aid in conveying a message,instruction. or an idea is involved in graphical communication. One of the most widely used forms of graphical communication is the drawing.
Here, focus is on the presentation of text, pictures, diagrams, photos, integrated on a computer display. The term visual presentation is used to refer to the actual presentation of information. Recent research in the field has focused on web design and graphically oriented usability. Graphic designers use methods of visual communication in their professional practice.
Examples : -
Photographs
, drawings, line art, graphs, diagrams, design and maps etc.
3.Define the turn “Sender” and “Receiver”.
a. The sender:
This is the person or group sending the message.
The source of the communication wants to send a thought, feeling or idea (message).
b. The receiver:
The receiver is the person or group for whom the message is intended.
The target person- no two are alike, each brings unique outlook important to keep the uniqueness of recipient into consideration
The message:
message means What you are trying to say. Messages cover a whole range of things including:
Information, rules, jobs waiting to be completed, training etc.
c. Feedback:
This is the way the Sender:
· checks that the Receiver has received the message.
· checks that the Receiver understands the message.
· discovers their opinions, attitudes and ideas about the message, and
· allows the Receiver the chance to ask questions about the message.
· Verbal communication of the category includes sending message in the form of spoken language.
Example: - Spoken conversations between two people.
· Non-verbal communication involves things such as body language, crossing your arms, having your hands in your pockets, crossing your legs, eye contact etc.
4.a.Define the term “perception”.
b.List the four factors that may influence the perception of the sender or receiver of a message.
a. Perception:
Perception can be defined as attaching significance to visual information.
The important thing to remember about perception is that it’s “in the eye of the beholder”: actually, it’s not in the eye at all, but in the brain, in areas associated with vision in the parietal and temporal lobes. Perception is an essentially constructive process. People do not see the world in the same way a mirror reflects the world; their brains create their perception of the world through processes that are not entirely predictable.
b. the four factors that may influence the perception
1. Color
2. Form
3. Depth and
4. Motion
5.a.list four different types of communication.
b.Define these and give an example of each.
a. There are four main types of communication:
Communication can occur via various processes and methods and depending on the channel used and the style of communication there can be various types of communication.
· written
· verbal (verbal can be spilt into two groups; verbal and non-verbal)
· computerized and
· Special methods.
b. Examples for different types of communication:
· Written communication of the category includes message that is written in any language.
Example: - letter wrote for teacher.
· Verbal communication of the category includes sending message in the form of spoken language.
Example: - Spoken conversations between two people.
· Non-verbal communication involves things such as body language, crossing your arms, having your hands in your pockets, crossing your legs, eye contact etc.
Example: - the overall body language of the person who is speaking.
· Computerized communication means sending the message in the form of 0’s and 1’s.
Example: - E-MAIL, any message in the form of 0’s and 1’s.
· Special methods communication is a communication represents relationships visually with grams.
Ans:The Process of “Communication is an interactive process”. Communication means as the line depicts its interacting with others I.e sharing our ideas, emotions and views with others .This include encoding and decoding of data which we areto
communicate with others. Communication is an interactive going process because in communication sender sends a message to the receiver to communicate his views with him and the receiver sends the appropriate answer to the sender after having the proper understanding of the message that is feed back. In the mean time of this process encoding and decoding of the context and selection of the proper channels takes place. The choice of channels is made after considering the needs of the situation.
It has seven mein elements..
Sender,messager,receiver,feedback,channel,context,interference or noise.
Verbal communication is further divided into written and oral
communication. The oral communication refers to the spoken words in the communication process. Oral communication can either be face-to-face communication or a conversation over the phone or on the voice chat over the Internet. Spoken conversations or dialogs are influenced by voice modulation, pitch, volume and even the speed and clarity of speaking. The other type of verbal communication is written communication. Written communication can be either via snail mail, or email. The effectiveness of written communication depends on the style of writing, vocabulary used, grammar, clarity and precision of language.
Examples: - oral
Nonverbal Communication
Non-verbal communication includes the overall body language of the person who is speaking, which will include the body posture, the hand gestures, and overall body movements. The facial expressions also play a major role while communication since the expressions on a person’s face say a lot about his/her mood. On the other hand gestures like a handshake, a smile or a hug can independently convey emotions. Non verbal communication can also be in the form of pictorial representations, signboards, or even photographs, sketches and paintings.
EXPRESSION, EXPRESSIVE BEHAVIORS, BODY LANGUAGE.
Graphic Communication
Graphical communication involves using visual material to relate ideas, such as drawings,photographs.. The drawings of little children and a rough map sketched to show the way could be considered graphical communication. Any medium that uses a graphics to aid in conveying a message,instruction. or an idea is involved in graphical communication. One of the most widely used forms of graphical communication is the drawing.
Here, focus is on the presentation of text, pictures, diagrams, photos, integrated on a computer display. The term visual presentation is used to refer to the actual presentation of information. Recent research in the field has focused on web design and graphically oriented usability. Graphic designers use methods of visual communication in their professional practice.
Examples : -
Photographs
, drawings, line art, graphs, diagrams, design and maps etc.
3.Define the turn “Sender” and “Receiver”.
a. The sender:
This is the person or group sending the message.
The source of the communication wants to send a thought, feeling or idea (message).
b. The receiver:
The receiver is the person or group for whom the message is intended.
The target person- no two are alike, each brings unique outlook important to keep the uniqueness of recipient into consideration
The message:
message means What you are trying to say. Messages cover a whole range of things including:
Information, rules, jobs waiting to be completed, training etc.
c. Feedback:
This is the way the Sender:
· checks that the Receiver has received the message.
· checks that the Receiver understands the message.
· discovers their opinions, attitudes and ideas about the message, and
· allows the Receiver the chance to ask questions about the message.
· Verbal communication of the category includes sending message in the form of spoken language.
Example: - Spoken conversations between two people.
· Non-verbal communication involves things such as body language, crossing your arms, having your hands in your pockets, crossing your legs, eye contact etc.
4.a.Define the term “perception”.
b.List the four factors that may influence the perception of the sender or receiver of a message.
a. Perception:
Perception can be defined as attaching significance to visual information.
The important thing to remember about perception is that it’s “in the eye of the beholder”: actually, it’s not in the eye at all, but in the brain, in areas associated with vision in the parietal and temporal lobes. Perception is an essentially constructive process. People do not see the world in the same way a mirror reflects the world; their brains create their perception of the world through processes that are not entirely predictable.
b. the four factors that may influence the perception
1. Color
2. Form
3. Depth and
4. Motion
5.a.list four different types of communication.
b.Define these and give an example of each.
a. There are four main types of communication:
Communication can occur via various processes and methods and depending on the channel used and the style of communication there can be various types of communication.
· written
· verbal (verbal can be spilt into two groups; verbal and non-verbal)
· computerized and
· Special methods.
b. Examples for different types of communication:
· Written communication of the category includes message that is written in any language.
Example: - letter wrote for teacher.
· Verbal communication of the category includes sending message in the form of spoken language.
Example: - Spoken conversations between two people.
· Non-verbal communication involves things such as body language, crossing your arms, having your hands in your pockets, crossing your legs, eye contact etc.
Example: - the overall body language of the person who is speaking.
· Computerized communication means sending the message in the form of 0’s and 1’s.
Example: - E-MAIL, any message in the form of 0’s and 1’s.
· Special methods communication is a communication represents relationships visually with grams.
309I_HARPREET_S23688
COMMUNICATION
Q.1 Michael works as a sales representative in the New South Wales showroom and warehouse of the Wood Panel Division of a large Australian company, Wood stone. Senior buyers for a large kitchen joinery firm based in Queensland and Victoria visit the New South Wales showroom and show a keen interest in the new products. Michael is able to make further contact with this client firm by letter, telephone or personal visit.
{a.} Outline the advantages and disadvantages of the three possible channels of communication.
Ans. The advantages of three possible channels of communication are as follows:
LETTER:
It provides written communication.
It doesn’t use any electronic means.
It is very cheapest.
The written record of the message will be kept.
It can be handled, stored and filed very easily.
TELEPHONE:
We are able to contact with anyone at any part of the world.
It is very helpful in sending quick messages.
We can keep in contact with our relatives or friends for a longer period of time.
We can talk with anyone as much as we can.
It is very fastest means of communication.
PERSONAL VISIT:
There will be no place for misunderstanding.
It shows the personal attention of the sender for the receiver.
We can get the immediate response of the receiver.
The disadvantages of three possible channels of communication are as follows:
Letter:
1. It can take long time for deliver.
2. There should not be 100% sure of security, can easily be opened and read or sent to the wrong address.
3. It takes time to plan and produce a letter and can be inconvenient if an urgent message has to be delivered.
4. There will be no guarantee of assurance that message has been received unless feedback has occurred.
5. It involves costly in labor, materials (printed letterhead), postage, delivery, creation and storage of copies.
TELEPHONE:
1. Sometimes, people just waste time on telephone by talking idle.
2. Telephone bills can also be increased by lengthy calls.
3. People are giving blank calls to others.
4. The number can easily be known of anyone by telephone directory.
PERSONAL VISIT:
1. Sometimes the receiver doesn’t give proper attention.
2. It is so costly for sender like transportation etc.
3. Sometime the receiver doesn’t have much time to listen sender’s message.
{b.} Decide which of them Michael should use for the first follow up contact with this potential client. Give reasons for your choice of channel.
Ans. According my point of view, Michael should use telephone as the first follow up contact with this potential client because:
The message will be delivered easily.
It saves the time of Michael.
He sends the message to their client very quickly.
He also gets the feedback from their client very fastly.
And it will be very fastest means of communication according to my point of view,
Q.2 {a.} ‘One of the most important skills that any person in an organization needs is the ability to communicate. Without communication your other skills are less useful. Explain the meaning of this statement.
Ans. It is very rightly said that ‘one of the most important skills that any person in an organization needs is the ability to communicate. Without communication, other skills are less useful.’
Communication skills simply do not refer to the way in which we communicate with another person. It encompasses many other things- the way in which we respond to the person we are speaking, body gestures including the facial ones, pitch and tone of our voice and a lot of things.
And the importance of communication skills is not just limited, since effective communication skills are now required in each and every aspect and every part of the world.
The importance of communication in an organization is at a very high pace. Without effective communication skills, a person may find it impossible to climb up the corporate ladder. For example: Promotions come to those who can communicate effectively at all levels, from senior management to the lowest employee.
Effective communication in the workplace is very important for a smooth and efficient running of the organization. The manager should have good communication with their subordinates, or will lead to employee absenteeism, lower productivity, development of networks within an organization vines. There should be two-way communication in an organization. Manager to have personal contact with subordinates. We must communicate clearly the objectives and strategies for the organization and subordinates should be informed of these goals and strategies.
Feedback plays a very important role in communication. It allows us to assess the effectiveness of our message. Gives subordinates the opportunity to provide feedback is important to maintain an open climate. Administrator must create an environment that encourages feedback. For example, after notification, the location should ask "Do you all understand?" "Is that clear?", "You have doubts?" Etc. This will ensure that the message or not is understandable.
Both upward and downward communication is important. Upward Communication Manager will keep the employees informed of job satisfaction, employee feelings about their peers and the organization at large. Downward communication is important so that an administrator can give instructions job explaining its role and policies and explain the issues that need immediate attention. We also have horizontal communication in an organization that is also very important. It is important that people working on the same level should have effective communication between them so that there is coordination between them. Communication in the workplace should be clear, concise and specific. There should be an effective use of body language at work. Body language reflects the situation of a person in the organization. An administrator should make effective use of body language and communicating with subordinates.
So in last I want to say that, any individual who want to make progress in their life should develop this skill i.e, “Communication skill.”
“Identification is one of the key ingredient of effective communication. In fact, unless your listeners can identify with what you are saying and with the way you are saying it, they are not likely to receive and understand your message.”
“Good communication is as stimulating as black coffee, and just as hard to sleep after”.
The quotes above shows that the importance of communication skills very well.
{b.}Should an organization train its staff in workplace communication? Give reasons for your answer.
Ans. Yes, an organization should train its staff in workplace communication because it is very essential for an employee to have full and complete knowledge about their workplace and have a workplace environment. And to have a productive workplace environment the following things to have is very essential: induction, appraisal, promotion, staff development and training, positive work environment and grievance procedures. Because if an employee doesn’t have such things and not have full and complete knowledge about their workplace, so that organization will can’t make progress in future and totally goes down. So, for the development and progress of the organization in future, the organization should train is staff in workplace communication.
3. Working in groups of three:
{a.} List three statements that you have written or spoken (or observed) that were insensitive to the receiver’s feeling.
Ans. The three statements that were insensitive to the receiver’s feeling are as follows:
Shut up!
Go to that restaurant!
Get out from my room, I have some work.
{b.} Discuss the sort of communication barriers caused by each of these statements.
Ans. 1. Dismissing others’ concerns or point of views.
2. Inconsistency between spoken and non verbal communication.
3. Different attitudes and values.
{c.} Re-state, to the people you are working with, each of your three statements in a more sensitive way and ask them if they think the new version would be more effective.
Ans. 1. The new version of the first statement is as follows: “Can you please be quiet for sometime”.
2. The new version of second statement are as follows:
“Can you please go to Hungry Jacks at Flinders Street”.
3. The new version of the third statement are as follows
: “Can you please excuse me for sometime, I have some important work”.
{d.} Discuss three ways in which communication barriers can affect interpersonal communication?
Ans. Interpersonal Communication
Interpersonal communication is real-time, face-to-face or voice-to-voice conversation that allows immediate feedback. Interpersonal communication plays a large role in any manager's daily activities, but especially in organizations that use teams.
The ways in which communication barriers can affect interpersonal communication are as follows:
- Dismissing others’ concerns or point of views- The receiver may withdraw.
- Inconsistency between spoken and nonverbal communication- Poor communication and confusion due to an ambiguous message.
- Different attitudes and values- People often form different interpretations.
Two colleagues, Mary and David, meet in David’s office to discuss the introduction of the new software package on the agenda at tomorrow’s staff meeting. As they talk through the procedure to introduce this package to other staff:
- David answers and deals with a telephone call and then continues the conversation with Mary;
- Another person enters David’s office and interrupts the conversation to ask Mary to solve a problem in the delivery times for stock;
- When Mary has provided the solution, Mary and David resume their discussion;
- Mary looks at her watch and exclaims that it is time for her next appointment;
- As they rush to finish their plans they discuss who will present the new software procedures and the staff meeting. When that item comes up, Mary expects David to present the procedure; David believes Mary is to present it.
{a.} Identify the communication barriers that occurred and explain briefly into two paragraphs how they contributed to the misunderstanding between Mary and David.
Ans. The communication barriers that has occurred are as follows:
1. “Withhold information”
2. “Noise interference”
3. “Confusion”
4. “Poor communication”.
The misunderstanding between Mary and David due to the following reasons: They have a poor communication between them and due to that there will be lots and lots of confusion arise. Firstly, David deals with a telephone call and continues the conversation with Mary. Then, Mary was busy in solving the problem of that person regarding the delivery times of stock. And then after when they starts their conversation the time was less and they forgot to discuss that Mary will present the new software package procedures or Davis will present the new software package procedures.
{b.} List two sources of noise at the initial planning meeting.
Ans. The two sources of noise at initial planning meeting are as follows:
1. Phone call.
2. Knocking the door.
{c.} How could Mary and David have dealt with the noise or interference in their planning meeting?
Ans. Mary and David have dealt with the noise or interference in their planning meeting when that another person enters David’s office and interrupts their conversation and asks Mary to solve his problem regarding delivery times for stock. And secondly, when David deals with a telephone call and continues their conversation.
5. In a group discussion present your point of view on the following:
{a.} Why is good communication so important in workplace?
Ans. Effective business must succeed in all its aspects in order to both correspond to the newest market trends, and satisfy customers’ demands.
Therefore, among the most important and vital for any organization are:
Internal communication - between management and employees
External communication - between the company’s staff and clients, suppliers, vendors.
A good style of management, as well as a positive approach to communication, ensures that an employee and a supervisor understand each other, and are more effective at the workplace.
Effective communication in the workplace provides employees with a clear understanding of what is demanded from them, with knowledge of what to do and what to expect. For organizations, such a communication style creates effective performance of the staff, and, consequently, increases customer loyalty and profit.
Communication includes
The interchange of thoughts, opinions, or information by speech, writing, or signs, communication is one of the most important work ethics that can be used within the work place. Communication is used by everyone in the work place at all times. Employees communicate with each other to get their jobs done. Supervisors communicate with their staff to run a business proficiently. Everyone working within a business communicates with customers and consumers to make sure all of the clients' needs are met. Without it, no work could ever be accomplished. With communication from each worker, duties can be fulfilled smoothly with very few troubles. Any business lacking communication would automatically fail. Every company is based around good communication between employees and patrons. There are numerous positive aspects of communication in the work place. If a misunderstanding is discussed rather than spoken about behind someone's back, the problem could be cleared quickly, avoiding a possible crisis. Instead of putting up with something that one feels to be morally wrong, if the employee speaks of his or her disappointment or dismay, the situation could be overturned, therefore, providing a healthier, improved work atmosphere and a boost of self-worth. By conversing with managers and co-workers about the individual's feelings towards the job, better job satisfaction can be gained.
{b.} What is the relationship between the message and the channel?
Ans. A message is usually short communication transmitted by words, signals, or other means from one person, station or group to another.
A channel is a medium through which a message is transmitted to its intended audience, such as print media and broadcast.
There is a very good and strong relationship between the message and the channel.
Both message and channel are correlated with each other. They are incomplete without each other. Because if we want to give message to someone there should be some proper medium of channel to transfer the message to that person, and without that proper medium of channel message can’t be sent to that person.
So, message and channel both have their importance. Without message, channel has no meaning and without channel, message can’t be sent to other person.
{c.} How is feedback transmitted in nonverbal communication?
Ans. Feedback is transmitted in nonverbal communication such as frown, pat on the back or verbal inflection that reinforces or contradicts the words spoken by facial expressions, the clues in our voices ("vocal paralanguage"), hand gestures, body movements ("kinesics"), touch ("haptics"), and personal space.
{d.} What are two factors that influence a person’s perception of the message.
Ans. The two factors that influence a person’s perception of the message are as follows:
They are well experienced..
They are well educated and well knowledgeable.
{e.} How does ‘noise’ affect communication?
Ans. The ‘noise’ affects communication in the following ways:
Distracting environmental noises – These act as barriers to interpersonal communication as they prevent or reduce the sending and receiving of messages.
Distracting “internal” noise – Pre-occupation, mental worry, day dreaming etc. all act
as internal noise and interfere with proper communication.
Interruption – Constant irrelevant interruptions from external sources tend to destroy
the communication process, as they use up the time necessary for the entire
communication to take place.
Timeframe – Sometimes the time available for transmitting information is too short,
especially when one is required to explain an intricate subject in a matter of minutes to
someone who knows nothing about it.
Distortion – Communication is distorted as it passes from one person to another. The
greater the number of people involved in transmitting the message, the greater the
chances of distortion.
{f.} ‘Communication is a learned behavior.’ Do you agree or disagree? Why?
Ans. I agree that communication is a learned behavior because we have to learn our language and related skills of interaction before we can have good communication with others. Many people may afraid of speak to other people, but that's not the way of learning. " Speak your mind, even your voice is shake." That is what we should do all the time. If people don't share, all of them will confine in a small area of knowledge. That's why teachers encouraged group work and presentation. Another example, if you have a very good idea, but you don't share to your group because you afraid. Finally one day you will feel regretful. Due to above reasons, communicate is a learned behavior. It determine your grade and knowledge. {g.} Why is it important for both the sender and receiver of a message to have empathy for the other person?Ans. “The quality or process of entering fully, through imagination, into another's feelings or motives." In the fullest sense, it implies putting yourself into the other person's shoes, or even getting into his or her skin, so that you really understand and feel his pain, fear - or more positively -his joys. Lack of empathy can create a barrier between the sender and receiver. You can transmit a better message if you can put yourself in the receiver's place and analyze the message from his viewpoint. The same holds true for the receiver. He must be able to empathize with you. That is, the sender, as well as the receiver, must try to project himself into the other's personality if he wants to increase his potential for effective communication.
The ability to empathize with someone else may not be easy. If you are to see things from another's viewpoint, you have to put aside your own prejudices and preconceptions. The receiver may be of a different race, creed, educational background, from a different section of the country, or have a different specialty or rank within the organization. Under these circumstances, the task of empathizing with the other member of the communication link is difficult. The task is further complicated if you believe that understanding another's viewpoint may pose a threat to your own.
To better communicate, we must try to see ourselves through the eyes of others in the communication link. By developing some empathy with the people to whom we will be directing messages, we might recognize the need to modify our messages from time to time before sending them.
Douglas McGregor, one of the leading authorities on management practices, has said: "It is a fairly safe generalization that difficulties in communication within an organization are more often than not, mere symptoms of underlying difficulties in relationships between parties involved. When communication is ineffective, one needs to look first at the nature of these relationships rather than at ways of improving communication".
The relationship between the people involved in any communication process may form a greater barrier to the effectiveness of the communication between them than any other barrier discussed here. If the relationship between the people participating in the communication is good, the communication has a greater chance for success. This is true whether the communication takes place in oral or written form.
The quality of the relationship between the sender and receiver determines to a great extent the ability of the person transmitting the message to penetrate the communication barrier.
6. Checking what the other person said
{a.} Work in groups of three (A, B and C).
. Persons A and B are to discuss a topic of interest by taking opposite sides. Person C is the observer.
. Person A opens the discussion.
Person B gives feedback to Person A by summarizing what person A has said before giving an opposing views. Person
A summarizes what Person B has said before Person A continues with their opposing view.
. Continue this for 10 minutes. When Person C believes that either Person A or B has not summarized the other person’s point of view accurately Person C can give feedback to both A and B.
Ans. Person C reaches to the conclusion that Person A and Person B has not summarizing the topic from the other person’s point of view.
{b.} After 10 minutes discuss the advantages gained by checking what the other person said.
Ans. The advantage that other person has gained that he (Person C ) will give feedback according to his point of view.
LETTER TO THE PUBLISHER
Ms. John
12/5 Sunshine road
Deer Park
30. July.2009
Ms. Julie Singh
23, Poling Road
Morristown 4288
Dear Ms. Singh,
Hello Julie! How are you? My next novel I am expecting to release next week. And I want to change the layout of design components and color combination of my upcoming novel. I want the different layout of design components and to change color combination of my upcoming novel. The color combination has to be unique and different from others like brown, yellow and black and the layout of design components also has to be changed that is to be more highlighted.
So please change the layout of design components and the color combination of my upcoming novel and please try to be released next week as possible.
THANK YOU.
YOUR’S SINCERELY
JOHN
Q.1 Michael works as a sales representative in the New South Wales showroom and warehouse of the Wood Panel Division of a large Australian company, Wood stone. Senior buyers for a large kitchen joinery firm based in Queensland and Victoria visit the New South Wales showroom and show a keen interest in the new products. Michael is able to make further contact with this client firm by letter, telephone or personal visit.
{a.} Outline the advantages and disadvantages of the three possible channels of communication.
Ans. The advantages of three possible channels of communication are as follows:
LETTER:
It provides written communication.
It doesn’t use any electronic means.
It is very cheapest.
The written record of the message will be kept.
It can be handled, stored and filed very easily.
TELEPHONE:
We are able to contact with anyone at any part of the world.
It is very helpful in sending quick messages.
We can keep in contact with our relatives or friends for a longer period of time.
We can talk with anyone as much as we can.
It is very fastest means of communication.
PERSONAL VISIT:
There will be no place for misunderstanding.
It shows the personal attention of the sender for the receiver.
We can get the immediate response of the receiver.
The disadvantages of three possible channels of communication are as follows:
Letter:
1. It can take long time for deliver.
2. There should not be 100% sure of security, can easily be opened and read or sent to the wrong address.
3. It takes time to plan and produce a letter and can be inconvenient if an urgent message has to be delivered.
4. There will be no guarantee of assurance that message has been received unless feedback has occurred.
5. It involves costly in labor, materials (printed letterhead), postage, delivery, creation and storage of copies.
TELEPHONE:
1. Sometimes, people just waste time on telephone by talking idle.
2. Telephone bills can also be increased by lengthy calls.
3. People are giving blank calls to others.
4. The number can easily be known of anyone by telephone directory.
PERSONAL VISIT:
1. Sometimes the receiver doesn’t give proper attention.
2. It is so costly for sender like transportation etc.
3. Sometime the receiver doesn’t have much time to listen sender’s message.
{b.} Decide which of them Michael should use for the first follow up contact with this potential client. Give reasons for your choice of channel.
Ans. According my point of view, Michael should use telephone as the first follow up contact with this potential client because:
The message will be delivered easily.
It saves the time of Michael.
He sends the message to their client very quickly.
He also gets the feedback from their client very fastly.
And it will be very fastest means of communication according to my point of view,
Q.2 {a.} ‘One of the most important skills that any person in an organization needs is the ability to communicate. Without communication your other skills are less useful. Explain the meaning of this statement.
Ans. It is very rightly said that ‘one of the most important skills that any person in an organization needs is the ability to communicate. Without communication, other skills are less useful.’
Communication skills simply do not refer to the way in which we communicate with another person. It encompasses many other things- the way in which we respond to the person we are speaking, body gestures including the facial ones, pitch and tone of our voice and a lot of things.
And the importance of communication skills is not just limited, since effective communication skills are now required in each and every aspect and every part of the world.
The importance of communication in an organization is at a very high pace. Without effective communication skills, a person may find it impossible to climb up the corporate ladder. For example: Promotions come to those who can communicate effectively at all levels, from senior management to the lowest employee.
Effective communication in the workplace is very important for a smooth and efficient running of the organization. The manager should have good communication with their subordinates, or will lead to employee absenteeism, lower productivity, development of networks within an organization vines. There should be two-way communication in an organization. Manager to have personal contact with subordinates. We must communicate clearly the objectives and strategies for the organization and subordinates should be informed of these goals and strategies.
Feedback plays a very important role in communication. It allows us to assess the effectiveness of our message. Gives subordinates the opportunity to provide feedback is important to maintain an open climate. Administrator must create an environment that encourages feedback. For example, after notification, the location should ask "Do you all understand?" "Is that clear?", "You have doubts?" Etc. This will ensure that the message or not is understandable.
Both upward and downward communication is important. Upward Communication Manager will keep the employees informed of job satisfaction, employee feelings about their peers and the organization at large. Downward communication is important so that an administrator can give instructions job explaining its role and policies and explain the issues that need immediate attention. We also have horizontal communication in an organization that is also very important. It is important that people working on the same level should have effective communication between them so that there is coordination between them. Communication in the workplace should be clear, concise and specific. There should be an effective use of body language at work. Body language reflects the situation of a person in the organization. An administrator should make effective use of body language and communicating with subordinates.
So in last I want to say that, any individual who want to make progress in their life should develop this skill i.e, “Communication skill.”
“Identification is one of the key ingredient of effective communication. In fact, unless your listeners can identify with what you are saying and with the way you are saying it, they are not likely to receive and understand your message.”
“Good communication is as stimulating as black coffee, and just as hard to sleep after”.
The quotes above shows that the importance of communication skills very well.
{b.}Should an organization train its staff in workplace communication? Give reasons for your answer.
Ans. Yes, an organization should train its staff in workplace communication because it is very essential for an employee to have full and complete knowledge about their workplace and have a workplace environment. And to have a productive workplace environment the following things to have is very essential: induction, appraisal, promotion, staff development and training, positive work environment and grievance procedures. Because if an employee doesn’t have such things and not have full and complete knowledge about their workplace, so that organization will can’t make progress in future and totally goes down. So, for the development and progress of the organization in future, the organization should train is staff in workplace communication.
3. Working in groups of three:
{a.} List three statements that you have written or spoken (or observed) that were insensitive to the receiver’s feeling.
Ans. The three statements that were insensitive to the receiver’s feeling are as follows:
Shut up!
Go to that restaurant!
Get out from my room, I have some work.
{b.} Discuss the sort of communication barriers caused by each of these statements.
Ans. 1. Dismissing others’ concerns or point of views.
2. Inconsistency between spoken and non verbal communication.
3. Different attitudes and values.
{c.} Re-state, to the people you are working with, each of your three statements in a more sensitive way and ask them if they think the new version would be more effective.
Ans. 1. The new version of the first statement is as follows: “Can you please be quiet for sometime”.
2. The new version of second statement are as follows:
“Can you please go to Hungry Jacks at Flinders Street”.
3. The new version of the third statement are as follows
: “Can you please excuse me for sometime, I have some important work”.
{d.} Discuss three ways in which communication barriers can affect interpersonal communication?
Ans. Interpersonal Communication
Interpersonal communication is real-time, face-to-face or voice-to-voice conversation that allows immediate feedback. Interpersonal communication plays a large role in any manager's daily activities, but especially in organizations that use teams.
The ways in which communication barriers can affect interpersonal communication are as follows:
- Dismissing others’ concerns or point of views- The receiver may withdraw.
- Inconsistency between spoken and nonverbal communication- Poor communication and confusion due to an ambiguous message.
- Different attitudes and values- People often form different interpretations.
Two colleagues, Mary and David, meet in David’s office to discuss the introduction of the new software package on the agenda at tomorrow’s staff meeting. As they talk through the procedure to introduce this package to other staff:
- David answers and deals with a telephone call and then continues the conversation with Mary;
- Another person enters David’s office and interrupts the conversation to ask Mary to solve a problem in the delivery times for stock;
- When Mary has provided the solution, Mary and David resume their discussion;
- Mary looks at her watch and exclaims that it is time for her next appointment;
- As they rush to finish their plans they discuss who will present the new software procedures and the staff meeting. When that item comes up, Mary expects David to present the procedure; David believes Mary is to present it.
{a.} Identify the communication barriers that occurred and explain briefly into two paragraphs how they contributed to the misunderstanding between Mary and David.
Ans. The communication barriers that has occurred are as follows:
1. “Withhold information”
2. “Noise interference”
3. “Confusion”
4. “Poor communication”.
The misunderstanding between Mary and David due to the following reasons: They have a poor communication between them and due to that there will be lots and lots of confusion arise. Firstly, David deals with a telephone call and continues the conversation with Mary. Then, Mary was busy in solving the problem of that person regarding the delivery times of stock. And then after when they starts their conversation the time was less and they forgot to discuss that Mary will present the new software package procedures or Davis will present the new software package procedures.
{b.} List two sources of noise at the initial planning meeting.
Ans. The two sources of noise at initial planning meeting are as follows:
1. Phone call.
2. Knocking the door.
{c.} How could Mary and David have dealt with the noise or interference in their planning meeting?
Ans. Mary and David have dealt with the noise or interference in their planning meeting when that another person enters David’s office and interrupts their conversation and asks Mary to solve his problem regarding delivery times for stock. And secondly, when David deals with a telephone call and continues their conversation.
5. In a group discussion present your point of view on the following:
{a.} Why is good communication so important in workplace?
Ans. Effective business must succeed in all its aspects in order to both correspond to the newest market trends, and satisfy customers’ demands.
Therefore, among the most important and vital for any organization are:
Internal communication - between management and employees
External communication - between the company’s staff and clients, suppliers, vendors.
A good style of management, as well as a positive approach to communication, ensures that an employee and a supervisor understand each other, and are more effective at the workplace.
Effective communication in the workplace provides employees with a clear understanding of what is demanded from them, with knowledge of what to do and what to expect. For organizations, such a communication style creates effective performance of the staff, and, consequently, increases customer loyalty and profit.
Communication includes
The interchange of thoughts, opinions, or information by speech, writing, or signs, communication is one of the most important work ethics that can be used within the work place. Communication is used by everyone in the work place at all times. Employees communicate with each other to get their jobs done. Supervisors communicate with their staff to run a business proficiently. Everyone working within a business communicates with customers and consumers to make sure all of the clients' needs are met. Without it, no work could ever be accomplished. With communication from each worker, duties can be fulfilled smoothly with very few troubles. Any business lacking communication would automatically fail. Every company is based around good communication between employees and patrons. There are numerous positive aspects of communication in the work place. If a misunderstanding is discussed rather than spoken about behind someone's back, the problem could be cleared quickly, avoiding a possible crisis. Instead of putting up with something that one feels to be morally wrong, if the employee speaks of his or her disappointment or dismay, the situation could be overturned, therefore, providing a healthier, improved work atmosphere and a boost of self-worth. By conversing with managers and co-workers about the individual's feelings towards the job, better job satisfaction can be gained.
{b.} What is the relationship between the message and the channel?
Ans. A message is usually short communication transmitted by words, signals, or other means from one person, station or group to another.
A channel is a medium through which a message is transmitted to its intended audience, such as print media and broadcast.
There is a very good and strong relationship between the message and the channel.
Both message and channel are correlated with each other. They are incomplete without each other. Because if we want to give message to someone there should be some proper medium of channel to transfer the message to that person, and without that proper medium of channel message can’t be sent to that person.
So, message and channel both have their importance. Without message, channel has no meaning and without channel, message can’t be sent to other person.
{c.} How is feedback transmitted in nonverbal communication?
Ans. Feedback is transmitted in nonverbal communication such as frown, pat on the back or verbal inflection that reinforces or contradicts the words spoken by facial expressions, the clues in our voices ("vocal paralanguage"), hand gestures, body movements ("kinesics"), touch ("haptics"), and personal space.
{d.} What are two factors that influence a person’s perception of the message.
Ans. The two factors that influence a person’s perception of the message are as follows:
They are well experienced..
They are well educated and well knowledgeable.
{e.} How does ‘noise’ affect communication?
Ans. The ‘noise’ affects communication in the following ways:
Distracting environmental noises – These act as barriers to interpersonal communication as they prevent or reduce the sending and receiving of messages.
Distracting “internal” noise – Pre-occupation, mental worry, day dreaming etc. all act
as internal noise and interfere with proper communication.
Interruption – Constant irrelevant interruptions from external sources tend to destroy
the communication process, as they use up the time necessary for the entire
communication to take place.
Timeframe – Sometimes the time available for transmitting information is too short,
especially when one is required to explain an intricate subject in a matter of minutes to
someone who knows nothing about it.
Distortion – Communication is distorted as it passes from one person to another. The
greater the number of people involved in transmitting the message, the greater the
chances of distortion.
{f.} ‘Communication is a learned behavior.’ Do you agree or disagree? Why?
Ans. I agree that communication is a learned behavior because we have to learn our language and related skills of interaction before we can have good communication with others. Many people may afraid of speak to other people, but that's not the way of learning. " Speak your mind, even your voice is shake." That is what we should do all the time. If people don't share, all of them will confine in a small area of knowledge. That's why teachers encouraged group work and presentation. Another example, if you have a very good idea, but you don't share to your group because you afraid. Finally one day you will feel regretful. Due to above reasons, communicate is a learned behavior. It determine your grade and knowledge. {g.} Why is it important for both the sender and receiver of a message to have empathy for the other person?Ans. “The quality or process of entering fully, through imagination, into another's feelings or motives." In the fullest sense, it implies putting yourself into the other person's shoes, or even getting into his or her skin, so that you really understand and feel his pain, fear - or more positively -his joys. Lack of empathy can create a barrier between the sender and receiver. You can transmit a better message if you can put yourself in the receiver's place and analyze the message from his viewpoint. The same holds true for the receiver. He must be able to empathize with you. That is, the sender, as well as the receiver, must try to project himself into the other's personality if he wants to increase his potential for effective communication.
The ability to empathize with someone else may not be easy. If you are to see things from another's viewpoint, you have to put aside your own prejudices and preconceptions. The receiver may be of a different race, creed, educational background, from a different section of the country, or have a different specialty or rank within the organization. Under these circumstances, the task of empathizing with the other member of the communication link is difficult. The task is further complicated if you believe that understanding another's viewpoint may pose a threat to your own.
To better communicate, we must try to see ourselves through the eyes of others in the communication link. By developing some empathy with the people to whom we will be directing messages, we might recognize the need to modify our messages from time to time before sending them.
Douglas McGregor, one of the leading authorities on management practices, has said: "It is a fairly safe generalization that difficulties in communication within an organization are more often than not, mere symptoms of underlying difficulties in relationships between parties involved. When communication is ineffective, one needs to look first at the nature of these relationships rather than at ways of improving communication".
The relationship between the people involved in any communication process may form a greater barrier to the effectiveness of the communication between them than any other barrier discussed here. If the relationship between the people participating in the communication is good, the communication has a greater chance for success. This is true whether the communication takes place in oral or written form.
The quality of the relationship between the sender and receiver determines to a great extent the ability of the person transmitting the message to penetrate the communication barrier.
6. Checking what the other person said
{a.} Work in groups of three (A, B and C).
. Persons A and B are to discuss a topic of interest by taking opposite sides. Person C is the observer.
. Person A opens the discussion.
Person B gives feedback to Person A by summarizing what person A has said before giving an opposing views. Person
A summarizes what Person B has said before Person A continues with their opposing view.
. Continue this for 10 minutes. When Person C believes that either Person A or B has not summarized the other person’s point of view accurately Person C can give feedback to both A and B.
Ans. Person C reaches to the conclusion that Person A and Person B has not summarizing the topic from the other person’s point of view.
{b.} After 10 minutes discuss the advantages gained by checking what the other person said.
Ans. The advantage that other person has gained that he (Person C ) will give feedback according to his point of view.
LETTER TO THE PUBLISHER
Ms. John
12/5 Sunshine road
Deer Park
30. July.2009
Ms. Julie Singh
23, Poling Road
Morristown 4288
Dear Ms. Singh,
Hello Julie! How are you? My next novel I am expecting to release next week. And I want to change the layout of design components and color combination of my upcoming novel. I want the different layout of design components and to change color combination of my upcoming novel. The color combination has to be unique and different from others like brown, yellow and black and the layout of design components also has to be changed that is to be more highlighted.
So please change the layout of design components and the color combination of my upcoming novel and please try to be released next week as possible.
THANK YOU.
YOUR’S SINCERELY
JOHN
309I_SUKHDEEP KAUR_S27792
Write a letter to your publisher advertising him to change the layout of the design components and color combination of your upcoming Novel, which you are expecting to release with in a week.
Publishing Company
Date: July 31, 2009
Attn: Customer Service
20, Royal Avenue
VIC- 3071
Sub: To change the cover design of upcoming novel.
Dear Mr. Jayden
I am writing you in regards to my upcoming novel which is going to publish within the next week time. But I want to change the cover layout of the novel because it is not looking appropriate according to the theme of the novel. Else than that me also want some changes in the design colors ,so that it really get suitable with the subject. So if you can come up with new designs. I will be very happy to look forward . I am sending you some pictures and some sample colors also, so that you get some ideas from it. So please send me feed back i will be happy to discuss about our work.
Thank you.
Sincerely yours,
SUKHDEEP KAUR
Publishing Company
Date: July 31, 2009
Attn: Customer Service
20, Royal Avenue
VIC- 3071
Sub: To change the cover design of upcoming novel.
Dear Mr. Jayden
I am writing you in regards to my upcoming novel which is going to publish within the next week time. But I want to change the cover layout of the novel because it is not looking appropriate according to the theme of the novel. Else than that me also want some changes in the design colors ,so that it really get suitable with the subject. So if you can come up with new designs. I will be very happy to look forward . I am sending you some pictures and some sample colors also, so that you get some ideas from it. So please send me feed back i will be happy to discuss about our work.
Thank you.
Sincerely yours,
SUKHDEEP KAUR
Thursday, July 30, 2009
309I_sarath_s26711
Letter to the publisher
From:-
Sarath kumar,
6mills Street,
Sunshine north,
VIC 3020.
To,
Kevin denis,
Publisher,
Litolier building,
Little collins street
Melbourne 3000.
Sub:-
Request to change the layout of design
Dear mr.denis,
Iam writing with the concern of above mentioned subject, as I have some thoughts to change the layout of design components and color combination of my upcoming novel Feature plan
As iam concerned about my upcoming novel that I made some changes in the description and I made a change of the title from feature plan to feature lifestyle, I need some essential changes to be on the layout of design and color combinations of my upcoming novel feature lifestyle
I trust that you would concern to my feedback and I look forward to your draft
Thank you ,
Yours sincerely,
Sarath kumar
From:-
Sarath kumar,
6mills Street,
Sunshine north,
VIC 3020.
To,
Kevin denis,
Publisher,
Litolier building,
Little collins street
Melbourne 3000.
Sub:-
Request to change the layout of design
Dear mr.denis,
Iam writing with the concern of above mentioned subject, as I have some thoughts to change the layout of design components and color combination of my upcoming novel Feature plan
As iam concerned about my upcoming novel that I made some changes in the description and I made a change of the title from feature plan to feature lifestyle, I need some essential changes to be on the layout of design and color combinations of my upcoming novel feature lifestyle
I trust that you would concern to my feedback and I look forward to your draft
Thank you ,
Yours sincerely,
Sarath kumar
varinder singh,s19366
Varinder singh
11 vardon st
Springvale
July 31, 2009
The publisher
abc.pvt.ltd
Melbourne
Sub: change the combination of colour
.
sir,
I am varinder singh I am going to publish a new novel. It’s very good news for me. But I got the new idea about my novel offcouse I have to change color and design combination for that because it is needed to be popular
So I request you to change the colors combination of previous
Combination which I have told you that were grey yellow pink
I am satisfied this color combination so I want new red, black
Please considered it.
I think you will be agree to meet the need of this change design
My book. Thank you
Yours sincerely
Varinder singh
11 vardon st
Springvale
July 31, 2009
The publisher
abc.pvt.ltd
Melbourne
Sub: change the combination of colour
.
sir,
I am varinder singh I am going to publish a new novel. It’s very good news for me. But I got the new idea about my novel offcouse I have to change color and design combination for that because it is needed to be popular
So I request you to change the colors combination of previous
Combination which I have told you that were grey yellow pink
I am satisfied this color combination so I want new red, black
Please considered it.
I think you will be agree to meet the need of this change design
My book. Thank you
Yours sincerely
Varinder singh
309I_GURPREET_S26725
Ques 1: a. Advantages and disadvantages of letter, telephone and personal visit?
b. Decide which of them Michael will use for the first follow up contact with this potential client.Give reasons.
Ans: a. Letter: It is a written information with proper address and greeting along with the complete body which consist acknowledgement, details and action to be taken. It is a form of written communication .
Advantages:
1. Easy to communicate where its not easy to go for personal visits.
2. Easy to keep record as letters are in a written form.
3. Helps in proper understanding of the message as we are able to provide details in letters.
Disadvantages:
1. Delay in receiving.
2. Inappropriate use of words.
3. Poor layout or presentation.
Telephone: It is an electronic device which enable us to communicate with other who are far away from us. It is the fastest mean of communication as well as the cheaper too. Alexander Grahim Bell is the inventor of this device.
Advantages:
1. Easy to communicate.
2. Cheaper source of communication as compare to internet.
3. Helps to avoid delay in messages.
Disadvantages:
1. Sometimes network problem due to some reasons.
2. Possibility of interruption through noise.
3. Possibility of not getting in contact with the desired person as we are not able to see the person.
Personal visit: Personal visit means when a person visit the same person for the communication process. It is the most effective way of the communication as we are able to know about the effects of our communication on the same person.
Advantages:
1. Effective communication as both are in front of each other.
2. We are able to mend our mistakes.
3. Easy to understand the situation where it lies.
Disadvantages:
1. Expensive mean of communication.
2. Problem regarding appointments.
3. Not effective in shortage of time.
b. Michael will use telephone for his first follow up contact with this potential client so that he will be able to explain all the information regading new products and then according to the feedback if he feels then he will personally visit the same.
Ques 2: a. One of the most important skills that any person in an organization needs is the ability to communicate. Without communication your other skills are less useful’ Explain the meaning of this statement.
b. Should an organization train its staff in workplace communication? Give reasons for your answers.
Ans: a. Communication is an interactive process. While working in any organization we have to communicate with other in order to know what we have to do or how to do the assigned job. So communication is the most important skill that any person in an organization needs as without communication we are unable to make the proper use of our other skills. In other words we can say that if we are unable to communicate with others than how will we find out what we are supposed to do by our manager? So its important to possess a good communication skills so that we will be able to make proper use of our other skills.
b. Of course, an organization should train its staff in workplace communication so that organization will get the proper use the its staffs other skills. As we know the successful organization is the one that communicates well both interally and with other companies and clients, because Information flow is crucial to success of any organization.
Ques 3: Working in groups of three:
1. List three statements that you have written or spoken the were insensitive to the receiver’s feelings.
2. Discuss the sort of communication barriers caused by each of these statements.
3. Re-state, to the people you are working with each of your three statements in a more sensitive way and ask them if they think the new version would be more effective.
4. Discuss three ways in which communication barriers can affect interpersonal communication.
b. Decide which of them Michael will use for the first follow up contact with this potential client.Give reasons.
Ans: a. Letter: It is a written information with proper address and greeting along with the complete body which consist acknowledgement, details and action to be taken. It is a form of written communication .
Advantages:
1. Easy to communicate where its not easy to go for personal visits.
2. Easy to keep record as letters are in a written form.
3. Helps in proper understanding of the message as we are able to provide details in letters.
Disadvantages:
1. Delay in receiving.
2. Inappropriate use of words.
3. Poor layout or presentation.
Telephone: It is an electronic device which enable us to communicate with other who are far away from us. It is the fastest mean of communication as well as the cheaper too. Alexander Grahim Bell is the inventor of this device.
Advantages:
1. Easy to communicate.
2. Cheaper source of communication as compare to internet.
3. Helps to avoid delay in messages.
Disadvantages:
1. Sometimes network problem due to some reasons.
2. Possibility of interruption through noise.
3. Possibility of not getting in contact with the desired person as we are not able to see the person.
Personal visit: Personal visit means when a person visit the same person for the communication process. It is the most effective way of the communication as we are able to know about the effects of our communication on the same person.
Advantages:
1. Effective communication as both are in front of each other.
2. We are able to mend our mistakes.
3. Easy to understand the situation where it lies.
Disadvantages:
1. Expensive mean of communication.
2. Problem regarding appointments.
3. Not effective in shortage of time.
b. Michael will use telephone for his first follow up contact with this potential client so that he will be able to explain all the information regading new products and then according to the feedback if he feels then he will personally visit the same.
Ques 2: a. One of the most important skills that any person in an organization needs is the ability to communicate. Without communication your other skills are less useful’ Explain the meaning of this statement.
b. Should an organization train its staff in workplace communication? Give reasons for your answers.
Ans: a. Communication is an interactive process. While working in any organization we have to communicate with other in order to know what we have to do or how to do the assigned job. So communication is the most important skill that any person in an organization needs as without communication we are unable to make the proper use of our other skills. In other words we can say that if we are unable to communicate with others than how will we find out what we are supposed to do by our manager? So its important to possess a good communication skills so that we will be able to make proper use of our other skills.
b. Of course, an organization should train its staff in workplace communication so that organization will get the proper use the its staffs other skills. As we know the successful organization is the one that communicates well both interally and with other companies and clients, because Information flow is crucial to success of any organization.
Ques 3: Working in groups of three:
1. List three statements that you have written or spoken the were insensitive to the receiver’s feelings.
2. Discuss the sort of communication barriers caused by each of these statements.
3. Re-state, to the people you are working with each of your three statements in a more sensitive way and ask them if they think the new version would be more effective.
4. Discuss three ways in which communication barriers can affect interpersonal communication.
Ans: a. Three insensitive statements:
1. Hey!! Come here!!
2. Give me a glass of water.
3. You are a very uncivilized person.
b. Communication barriers caused by these statements are as below:
1. Different attitudes and values.
2. Passing judgement by telling people their reaction is stupid.
3. Dismissing other’s concerns or point of view.
c. Same statements in the sensitive way:
1. Excuse me!! Please come here.
2. Please give me a glass of water!!
3. Its not good for you to do this as you are a very nice person.
Of course now these statements would be more effective than before.
d. Three ways in which communication barriers can affect the interpersonal communication are:
1. Different attitudes and values- people often form different interpretation.
2. Dismissing other’s concerns or point of view- the receiver may withdraw.
3. Differences in perception- people often see and interpret the same event in a different way.
Ques4: a. Identify the communication barriers that occurred and explain briefly in two paragraphs how they contributed to the misunderstanding between Mary and David.
b. List two sources of noise at the initial planning meeting.
c. How could Mary and David have dealt with the noise or interference in their planning meeting?
Ans: a. Noise is the communication barrier that occur,which result as interruption in the discussion of both Mary and David. After being interrupted by the another person who wants to ask about solution of the problem in the delivery times for stock, Mary and David forget about their discussion about the new software package.
As Mary was in hurry for her next appointment they finish their plan. They are not sure about who is going to represent the procedure to introduce this package to other staff.
b. The two sources of noise at the initial planning meeting are:
1. Telephone Call
2. Knocking at the door
Ques5: In a group discussion present your point of view on the following:
a. Why is good communication so important in the workplace?
b. What is the relationship between the message and the channel?
c. How is feedback transmitted in non-verbal communication?
d. What are two factors that influence a person’s perception of the message?
e. How does ‘noise’ affect communication?
f. ‘Communication is a learned behaviour’ Do you agree or disagree?Why?
g. Why is it important for both the sender and receiver of a message to have empathy for the other person?
Ans: a. Good communication is important in the workplace because the information flow is crucial to the success of any organization.
b. Relationship between channel and the message: The channel is the vehicle for the message. The channel is the technique used to convey a message. The channel effects the meaning of the message so its very important to choose appropriate channel to convey the message.
c. Feedback is an essential part of communication process. In non-verbal communication feed back is transmitted through facial expressions, body movements and postures.
d. The two factors that influence a person’s perception of the message are experience and a range of acquired skills or expectations.
e. Noise interrupts the communication. Noise which interrupts the message between sender and the receiver can lead to misunderstanding or ambiguous communication. Which result as communication barrier. Even when communication barriers occur, something is communicated but the noise distrots the intended message.
f. Communication is a learned behaviour as it let us learn more about ourselves and the world around us, share experiences with other, persuade and influence others and enjoy ourselves.
g. It is important for both the sender and the receiver of the message to have empathy for the other person to reduce the chance of communication barriers and associated problems.
Ques6: a. Checking what the other person said:
working in group of three.
b. After 10 minutes discuss the advantages gained by checking what the other person said.
Ans: a. Third person (person c) gained that either Person A and Person B has not summarized the other person’s point of view accurately.
b. Person C can give feed back to both A and B on the behalf of his observation.
Ques: Write a letter to your publisher advertising him to change the layout of the design components and color combination of your upcoming Novel, which you are expecting to release with in a week.
K.Gurpreet
Authors Home,
XYZ.
31/07/09
Publishing Printers,
Alexander St,
ABC.
Subject: Changes regarding layout and the color of the novel.
Sir,
I am writing in repect to the subject mentioned above. As I am expecting my Novel to be release with in this week so it becomes the nessesity that I will let you know about some changes which I want to be made in the layout and color combination of the Novel. The layout is good but as per the need of today’s world I want some graphical presentation on the Cover.
And I also want to move your attention regarding the color combination of the novel. As its more about the childhood life so I want it in bright color as the bright colors and Graphic effects attracts the attention of the children’s.
So, please make the above mentioned amendments so that Novel will please the reader’s as it also affect the sale of the novel.
I believe you will give proper feedback to me. Thank a lot.
Your’s truly,
K.Gurpreet
Subscribe to:
Posts (Atom)