Communication Class Overview
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Questions and Answers

What is the primary characteristic of formal communication?

  • It promotes casual interactions among peers.
  • It is spontaneous and informal.
  • It follows a structured chain of command. (correct)
  • It is primarily emotional and subjective.

    • What is a disadvantage of formal communication?

  • It facilitates immediate feedback.
  • It fosters team spirit among employees.
  • It can be costly to maintain. (correct)
  • It enhances employee motivation.

    • Which of the following is an advantage of informal communication?

  • It strictly adheres to official lines of authority.
  • It is always documented for reference.
  • It helps to find out how employees feel. (correct)
  • It minimizes interpersonal relationships.

    • Which form of communication would NOT be considered formal?

    <p>Casual discussions during lunch breaks.</p> Signup and view all the answers

    What is a potential drawback of informal communication?

    <p>It can spread inaccurate information.</p> Signup and view all the answers

    Which is NOT a factor to consider during oral communication?

    <p>Humor and jokes to engage the audience.</p> Signup and view all the answers

    What is a key feature of oral communication?

    <p>It involves non-verbal cues such as body language.</p> Signup and view all the answers

    Which type of communication would a public address system fall under?

    <p>Oral communication.</p> Signup and view all the answers

    Which of the following topics can be included in a report?

    <p>Appraisal of employees performance</p> Signup and view all the answers

    What is a key characteristic of an investigatory report?

    <p>It examines a specific problem or situation</p> Signup and view all the answers

    What should be prioritized when writing a report?

    <p>Having a sound and specific purpose</p> Signup and view all the answers

    Which visual communication method represents numerical information effectively?

    <p>Graph</p> Signup and view all the answers

    What factor should be considered when selecting communication media?

    <p>Degree of urgency</p> Signup and view all the answers

    Which describes downward communication?

    <p>Messages sent from managers to employees</p> Signup and view all the answers

    What is a primary purpose of upward communication?

    <p>To provide feedback to management</p> Signup and view all the answers

    What is a requirement for effective communication?

    <p>Clear and concise writing</p> Signup and view all the answers

    What is the primary function of an intranet?

    <p>To share information within an organization.</p> Signup and view all the answers

    Which component is NOT part of a standard letter format?

    <p>Body of the report</p> Signup and view all the answers

    What does a teleconference involve?

    <p>Conducting a call with three or more persons.</p> Signup and view all the answers

    Which of the following best describes the World Wide Web?

    <p>A collection of hyperlinks facilitating navigation.</p> Signup and view all the answers

    Which of the following is commonly used to conduct meetings over the internet?

    <p>Video conference</p> Signup and view all the answers

    What is the purpose of an agenda in a meeting?

    <p>To list the order of topics to be discussed.</p> Signup and view all the answers

    What type of communication does electronic mail facilitate?

    <p>Transmission of letters and messages digitally.</p> Signup and view all the answers

    Which statement best describes telemarketing?

    <p>It uses telephone lines and computers to market products.</p> Signup and view all the answers

    Study Notes

    Defining Communication

    • Communication involves transferring information from a sender to a receiver.

    Classification of Communication

    • Formal Communication: Follows the chain of command, used for official messages, policies, procedures, and directives.
    • Informal (Unofficial) Communication: Takes place among peers without formal lines of authority.

    Formal Communication: Advantages

    • Assigns responsibility.
    • Official and enables accountability.
    • Saves time and effort.
    • Binding and more likely to be obeyed.
    • Written for traceability.
    • Avoids face-to-face contact for sensitive situations.

    Formal Communication: Disadvantages

    • Costly.
    • Can fail to motivate employees due to impersonal and final nature.
    • Divides personnel into recipients and non-recipients.
    • Rigid and limits information flow.

    Informal Communication: Advantages

    • Allows managers to understand employee sentiment.
    • Fills communication gaps.
    • Enhances new ideas and creativity.
    • Convenient.
    • Fosters team spirit.

    Informal Communication: Disadvantages

    • Doesn't follow lines of authority.
    • Can lead to indiscriminate disclosure of sensitive information.
    • Difficult to trace due to verbal nature.
    • Often emotional and prone to distorted meaning.
    • Can spread inaccurate information.

    Types of Communication

    • Oral
    • Electronic
    • Written
    • Visual

    Oral Communication

    • Communication by word of mouth.
    • Forms: Oral interviews, meetings/conferences, radio/television, telephone, public address systems.

    Oral Communication: Factors

    • Aim of the message.
    • Key points.
    • Message delivery (facial expressions, body stance, articulation).
    • Constant feedback monitoring.
    • Knowing when to stop and ending on a positive note.

    Electronic Communication

    • Communication using electronic media like internet, intranet, email, voicemail, etc.

    Forms of Electronic Communication:

    • Internet
    • Intranet
    • World Wide Web
    • Teleconferencing
    • Video conferencing
    • Telecommuting
    • Telemarketing
    • Computer
    • Email
    • Cell phones
    • Fax
    • Scanner
    • Optical character reader (OCR)
    • Optical mark reader (OMR)
    • Social networking
    • Skype

    Electronic Communication: Explanation

    • Internet: Network of interconnected networks
    • Intranet: Network within an organization for sharing internal information
    • World Wide Web: Part of the internet allowing users to navigate through hyperlinks
    • Teleconference: Conference call with three or more participants
    • Video conference: Meeting conducted through cyberspace, allowing multiple participants
    • Email: System for transmitting letters, memos, and messages between computers
    • Telemarketing: Using telephone lines and computers to market products
    • Cell phone: Device for transmitting sound, capturing images, and video calls
    • Voicemail: system for recording and retrieving voice messages
    • Fax: Transmission of documents over telephone lines
    • Scanner: Device capturing images of documents for electronic storage
    • OCR: Converts scanned documents into text
    • OMR: Reads and interprets data from predefined marks on documents (e.g. forms, questionnaires)

    Written Communication:

    • Communication in written form using:
      • Letters
      • Memorandums
      • Agendas and meeting notices
      • Reports
      • Bulletins and notices

    Parts of a Letter:

    • Letterhead
    • Reference
    • Date
    • Recipient's name
    • Attention line
    • Salutation
    • Subject heading
    • Body of the letter
    • Complimentary close
    • Signature
    • Enclosure

    Memorandums:

    • Used for internal (within the organization) communication.
    • Indicating: Sender, date, reference, subject heading.

    Agendas:

    • List of topics and order for conducting a meeting.
    • Includes:
      • Apologies for absence
      • Reading of previous meeting minutes
      • Matters arising from the previous meeting
      • Correspondence
      • Reports and general business
      • Any other business
      • Date, time, and place of the next meeting.

    Reports:

    • Well-planned and impartial communication of factual information or advice.
    • Topics:
      • Past, present, and future financial position
      • Appraisal of employee performance
      • Details of productivity improvement programs

    Types of Reports:

    • Investigatory: Investigates a specific situation or problem
    • Routine: Ongoing reports on a particular task or situation

    Report Writing Considerations:

    • Clear purpose.
    • Well-planned and organized.
    • Concise.
    • Simple language for easy understanding.
    • Scheduled well to avoid undue burden on staff.
    • Cost-effective.

    Notices and Bulletins:

    • Used to announce events, policy changes, and other matters to relevant parties.

    Itineraries:

    • Written record of travel documents for executives, including:
      • Dates.
      • Flight details.
      • Hotel names and reservations.

    Visual Communication:

    • Use of visual aids to transfer information, including:
      • Charts
      • Graphs
      • Tables
      • Posters
      • Videos
      • Photographs
      • Statistical data
      • Diagrams

    Skills for Effective Communication:

    • Clear thinking: Ability to organize thoughts and present the most important points clearly.
    • Clear speech: Ability to speak clearly and logically.
    • Clear and concise writing: Ability to write in a way that is easily understood.

    Communication Media Selection Factors:

    • Degree of urgency
    • Most appropriate method
    • Level of confidentiality
    • Location and distance
    • Time zones
    • Cost
    • Internal and external use
    • Complexity of the material
    • Importance of written records
    • Equipment availability
    • Good news or bad news

    Communication Flows:

    • Downward: Communication from higher authority to subordinates.
    • Upward: Communication from employees (subordinates) to supervisors and managers.

    Downward Communication:

    • Informing workers of their job responsibilities.
    • Providing employee instructions.
    • Sharing performance results.
    • Communicating management objectives and goals.

    Upward Communication:

    • Providing feedback to managers and supervisors.
    • Passing on information needed for higher-level decisions.

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    Description

    This quiz explores the fundamental concepts of communication, including its definition, classification into formal and informal types, and the advantages and disadvantages of each. Understanding these concepts is essential for effective communication in various settings.

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