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?

Casual discussions during lunch breaks. Signup and view all the answers

What is a potential drawback of informal communication?

It can spread inaccurate information. Signup and view all the answers

Which is NOT a factor to consider during oral communication?

Humor and jokes to engage the audience. Signup and view all the answers

What is a key feature of oral communication?

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

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

Oral communication. Signup and view all the answers

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

Appraisal of employees performance Signup and view all the answers

What is a key characteristic of an investigatory report?

It examines a specific problem or situation Signup and view all the answers

What should be prioritized when writing a report?

Having a sound and specific purpose Signup and view all the answers

Which visual communication method represents numerical information effectively?

Graph Signup and view all the answers

What factor should be considered when selecting communication media?

Degree of urgency Signup and view all the answers

Which describes downward communication?

Messages sent from managers to employees Signup and view all the answers

What is a primary purpose of upward communication?

To provide feedback to management Signup and view all the answers

What is a requirement for effective communication?

Clear and concise writing Signup and view all the answers

What is the primary function of an intranet?

To share information within an organization. Signup and view all the answers

Which component is NOT part of a standard letter format?

Body of the report Signup and view all the answers

What does a teleconference involve?

Conducting a call with three or more persons. Signup and view all the answers

Which of the following best describes the World Wide Web?

A collection of hyperlinks facilitating navigation. Signup and view all the answers

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

Video conference Signup and view all the answers

What is the purpose of an agenda in a meeting?

To list the order of topics to be discussed. Signup and view all the answers

What type of communication does electronic mail facilitate?

Transmission of letters and messages digitally. Signup and view all the answers

Which statement best describes telemarketing?

It uses telephone lines and computers to market products. 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.