309I_MANPREET KAUR_S23656

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.

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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
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(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
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(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 .
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MANPREET KAUR SAINI
145, ALFRIEDA STREET
ST- ALBANS
VICTORIA 3021
DATE 23 JULY 2009

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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