Communication Concepts and Importance

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Questions and Answers

Sharing or exchanging information, ideas and experiences between persons means communication.

True

The process of communication may not always contain a message.

False

Feedback is one of the elements of the process of communication.

True

A traffic police showing a stop sign to the public is the sender of message in the process of communication.

True Signup and view all the answers

A person who sends a message is known as __________.

sender Signup and view all the answers

Receiver’s response to the message is termed as ________.

feedback Signup and view all the answers

A person who receives a message is called as __________.

receiver Signup and view all the answers

Subject matter of communication may contain __________.

facts, ideas, feelings or thoughts Signup and view all the answers

The feedback of any message is always directed towards ______.

sender Signup and view all the answers

Communication with the help of words is known as __________.

verbal communication Signup and view all the answers

Communication through spoken words is known as ________.

oral communication Signup and view all the answers

Communication through the use of various parts of human body is known as ________________.

gestural communication Signup and view all the answers

Communication with the help of pictures, symbols, diagrams etc. is known as _______________.

visual communication Signup and view all the answers

What is feedback in the communication process?

The response from the receiver Signup and view all the answers

Which of the following is NOT a means of communication?

Food Signup and view all the answers

Which type of communication includes the use of body language?

Gestural Communication Signup and view all the answers

What type of communication involves sending handwritten documents?

Fax Communication Signup and view all the answers

Match the following communication means with their descriptions:

Telegram = Payment according to number of words used Mobile Phones = Short Messaging Service Fax = Instant transmission of a printed document Voice Mail = Computer-based system for receiving and responding to incoming telephone calls E-mail = Receiving and sending mails through the internet Signup and view all the answers

A system of communication in which payment is made according to number of words used, is called:

Telegrams Signup and view all the answers

Which of the following is an example of visual communication?

A traffic policeman showing the stop signal Signup and view all the answers

Which of the following is not an element of the communication process?

Feedback to other than a sender Signup and view all the answers

The communication with the help of pictures, symbols, diagrams is called:

Visual Communication Signup and view all the answers

Which of the following means of communication is used for short messaging service?

Fax Signup and view all the answers

Define communication in about 20 words.

The process of sharing facts, ideas, opinions, thoughts, and information between individuals through various methods. Signup and view all the answers

Name the elements of the communication process.

Sender, Receiver, Message, Feedback Signup and view all the answers

What is meant by Business Communication?

It refers to the sharing of information related to business activities such as operations, sales, and marketing. Signup and view all the answers

Give a short description of Voice Mail.

Voice Mail records and stores telephone messages in computer memory for retrieval by the recipient. Signup and view all the answers

Explain the meaning of verbal communication.

Verbal communication involves sharing information through spoken or written words. Signup and view all the answers

Give any four points highlighting the importance of communication in business.

<ol> <li>Enhances collaboration 2. Increases productivity 3. Facilitates decision-making 4. Builds relationships</li> </ol> Signup and view all the answers

Differentiate between verbal and non-verbal communication.

Verbal communication uses words; non-verbal communication involves gestures, facial expressions, and body language. Signup and view all the answers

Explain the meaning of communication and its process.

Communication is sharing information through various mediums; its process includes sender, message, receiver, and feedback. Signup and view all the answers

State the different types of non-verbal communication.

Gestures, facial expressions, posture, and eye contact. Signup and view all the answers

Illustrate the communication process with the help of a diagram.

Diagram should include: Sender -> Message -> Receiver -> Feedback Signup and view all the answers

Explain why e-mail is considered the fastest method of transmitting written messages.

E-mail allows instant delivery of messages to recipients globally via the internet. Signup and view all the answers

As an exporter, which means of communication would you use to mail an exact copy of a quotation to an importer in the USA and why?

I would use e-mail for instant delivery and convenience. Signup and view all the answers

Study Notes

Communication Defined

Communication is the process of exchanging information, ideas, and experiences between people.
It involves a sender, a receiver, a message, and feedback.
Feedback is essential for successful communication.
Communication can be verbal, non-verbal, or a combination of both.

Importance of Communication

Key for expressing facts, figures, and ideas
Helps manage business operations, coordinate departments, and motivate employees
Connects businesses with suppliers and customers.
Improves business efficiency and creates a positive public image
Educates people, broadens their knowledge, and expands their perspectives
Facilitates the understanding of new discoveries, techniques, and products
Enables knowledge sharing and benefits from others' achievements

Types of Communication

Verbal/Oral Communication: Communication through spoken words including lectures, meetings, discussions, conferences, and phone calls.
Written Communication: Communication through written messages, like letters, memos, circulars, notices, reports, manuals, and magazines.
Visual Communication: Communication using pictures, graphs, symbols, and diagrams.
Aural Communication: Communication through sounds, like bells, whistles, buzzers, horns, etc.
Gestural Communication: Communication through body language, such as saluting, nodding, facial expressions, etc.

Means of Communication

Letters: Written form of communication for individuals or organizations. Delivered by messenger, post office, or couriers.
Telegrams: Urgent written messages delivered quickly over long distances.
Telephones: Popular means of oral communication for internal and external business transactions.
Telex: Printed communication using teleprinter machines. Messages typed on one machine are automatically printed on another.
Fax: Instant electronic transmission of handwritten or printed materials.
Email: Modern electronic communication through the internet.

Voice Mail

A computerized system for receiving and responding to phone calls.
Stores voice messages in computer memory.
Users can access information by dialing the voice mail number and following instructions.
Individuals can record their messages through voice mail.
Receivers can retrieve messages at their convenience.

Teleconferencing

Allows communication without participants being physically present.
Utilizes electronic devices like phones, computers, and televisions.
Requires a central control unit to facilitate the entire process.
Two types: audio conferencing and video conferencing.

Audio Conferencing

Two-way audio communication system where participants can listen and respond from different locations.
Allows for listening through radio or television and submitting questions through telephone.

Video Conferencing

Participants can hear each other's voices and see their faces during conversations.
Two types:
- One-way video and two-way audio: Participants listen and see images from a studio and interact through telephone.
- Both-way audio and video: Participants at both ends can see and hear each other.

Barriers to Communication

Badly Expressed Message: Lack of clarity, coherence, and precision in messages leads to misunderstandings and errors.
Screening or Filtering: Successive message transmissions become less accurate due to filtering and selective information sharing.
Inattention: Neglecting to read bulletins, notices, reports, and listen attentively to communication.
Unclarified Assumptions: Unclear underlying assumptions lead to misunderstandings between the sender and receiver.
Resistance to Change: People resist change and new ideas, preferring the status quo.
Mutual Distrust: Lack of confidence and mutual understanding between superiors and subordinates hinder effective communication.
Status and Position: Subordinates may hesitate to disclose information due to fear of consequences or loss of prestige.
Complex Organization Structure: Multiple layers of supervision and a long chain of command can create barriers to effective communication.

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Description

This quiz explores the definition and significance of communication, detailing its various types such as verbal and non-verbal communication. It highlights the crucial role communication plays in business operations and personal growth. Test your understanding of key communication principles and their applications.