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