Communication Definition and Elements

Podcast

Play an AI-generated podcast conversation about this lesson

Questions and Answers

What is the primary function of signs and symbols in communication?

To create ambiguity

To draw the attention of the audience (correct)

To convey complex information

To stimulate emotional responses

What is the main reason why communication in an organization is complex in nature?

Due to the use of oral and written words

Due to the lack of communication skills and techniques

Because of the hierarchical structure of the organization

Because of the different backgrounds and disciplines of people involved (correct)

What is the ultimate goal of employees in an organization?

To conform to company policies

To achieve personal goals

To view the company's goal as their own ultimate goal (correct)

To develop communication skills

What is the primary reason for communicating in a business setting?

To intimate the recipient about certain information, ideas, or requests Signup and view all the answers

What is a crucial factor in determining the effectiveness of communication?

The receiver's sense of understanding Signup and view all the answers

What is essential to consider when communicating with an audience?

The audience's sense of understanding Signup and view all the answers

What is the primary objective of the communicator in an organization?

To get the idea across without filtering away its purposeful contents Signup and view all the answers

What is the role of managers in an organization's communication process?

To act as a bridge between top management and lower-level employees Signup and view all the answers

What is the essential condition for communication to occur?

The identification of the basic elements of communication Signup and view all the answers

What is the origin of the word 'communication'?

From the Latin word 'Communis' Signup and view all the answers

What is the primary purpose of communication in an organization?

To achieve mutually accepted goals Signup and view all the answers

What is the unique ability of human beings that enables them to communicate?

The ability to symbolize or understand concepts in terms of images or symbols Signup and view all the answers

What is the significance of communication in the corporate world?

It is a strategy for organizational growth and survival Signup and view all the answers

What is the definition of communication?

A two-way process of exchanging ideas towards a mutually accepted direction or goal Signup and view all the answers

What is the ultimate outcome of effective communication in an organization?

Organizational growth and survival Signup and view all the answers

What are the basic elements of communication?

Sender, receiver, message, medium, and feedback Signup and view all the answers

What is the main reason for the review of the price regime mentioned in the letter?

Economic indices dictate an upward review of prices Signup and view all the answers

What is the primary purpose of a memo?

To provide information to others Signup and view all the answers

What is the circumstance under which a written report is necessary when an organisation needs to retain particular information?

When an organisation needs to retain information for future reference Signup and view all the answers

What is the expected effective date of the new price regime mentioned in the letter?

2nd of January, 2012 Signup and view all the answers

What is the role of the person who signed the letter?

Assistant General Manager (Customer Services) Signup and view all the answers

What is the main purpose of a business report?

To present complex information in a way that facilitates problem solving and decision making Signup and view all the answers

What is the circumstance under which a written report is necessary when a person needs to make a decision but is too far removed from a particular operation?

When the person is too far removed either in distance or technical expertise from a particular operation Signup and view all the answers

What is the primary purpose of a business report?

To provide information for making decisions based on observations Signup and view all the answers

What is the abbreviation of the term 'memorandum'?

MEMO Signup and view all the answers

Which type of report is used to help an organization maintain its operations?

Maintenance Report Signup and view all the answers

What is the main characteristic of a task report?

It is used to solve specific problems Signup and view all the answers

What is the primary difference between a maintenance report and a task report?

The purpose of the report Signup and view all the answers

Which type of report is not an assigned job?

Human Report Signup and view all the answers

What is the primary purpose of a human report?

To help management learn about problems and possible improvements Signup and view all the answers

What is an example of a maintenance report?

A weekly sales report Signup and view all the answers

What is the benefit of providing incentives to employees to submit reports?

To encourage employees to find ways to make the organization more profitable and competitive Signup and view all the answers

What is the primary purpose of filling up employment applications?

To gauge the candidate's personality and views Signup and view all the answers

Why is it important to re-read the employment application form?

To avoid factual errors Signup and view all the answers

What is the purpose of a resume?

To secure an interview with the employer Signup and view all the answers

What is unique about a resume compared to a C.V.?

A resume is more descriptive than a C.V. Signup and view all the answers

Why is it important to follow instructions when filling up an employment application form?

To ensure accuracy and avoid errors Signup and view all the answers

What should be done before filling up the original employment application form?

Get the form Xeroxed and fill the copy first Signup and view all the answers

What is the benefit of tailoring a resume to a specific company?

It makes the application more original Signup and view all the answers

What is the recommended step after completing the copy of the employment application form?

Proceed with the completion of the original form Signup and view all the answers

Study Notes

Definition of Communication

Communication is a two-way process that involves an exchange and progression of ideas towards a mutually accepted direction or goal.
The basic elements of communication include:
- Sender/Encoder/Speaker
- Receiver/Decoder/Listener
- Message
- Medium
- Feedback
Communication is derived from the Latin word "Communis," meaning "to share," that is, sharing of ideas, concepts, feelings, and emotions.

Nature of Communication in Organizations

Signs and symbols are basic and acceptable signals drawing the attention of the audience in communication.
Words are other forms of symbols, the meaning of which we must agree upon as a medium of expression to stimulate actions in a desired manner.
In an organization, communication involves people from different backgrounds, disciplines, and status levels in the organizational hierarchy.
Communication requires special communication skills and techniques.

Memos

A memo is an abbreviation of memorandum, which means to provide information.
A memo is a written statement that provides information by a person or a committee to other people.
It is a brief official note circulated to one or more people, depending on the nature of the information to be circulated.

Reports

Business reports are efforts to convey information, especially useful to present complex information in a way that facilitates problem-solving and decision-making.
Written reports are necessary under three circumstances:
- When the person who must make the decision is too far removed either in distance or technical expertise from a particular operation to observe it directly or accurately.
- When an organization will need to retain particular information for comparative studies or future reference.
- When a particular situation is so complex that it requires careful analysis by one or more person.
The main purpose of a business report is to convey information from persons in a position to observe a situation directly to the person responsible for making a decision based on those observations.

Types of Reports

There are three basic types of reports:
- Maintenance Reports
- Task Reports
- Human Reports

Maintenance Reports

These reports are written to help an organization maintain its operations.
They are usually a regular part of a job, and companies generally have "form" with blank spaces that can be filled in to help personnel provide maintenance information.
Examples of maintenance reports include weekly sales reports and monthly inventory reports.

Task Reports

These reports involve special assignments to help management solve particular problems.
They are expected to help management make a report that will solve specific problems facing the management at that particular time or propose a solution for a particular expected problem in form of a proposal.

Human Reports

These reports are not assigned jobs, but rather involve proposals and format suggestions submitted in report form to help management learn about problems and possible improvements in procedures from those closest to the situation.
These reports are frequently called human reports because management's willingness to consider them valuable improves company morale.

Applications and Resume

Filling Up Employment Applications

Many organizations have a standardized employment "form" or "format" that they might expect the candidate to fill before the selection process.
The accuracy with which the form is filled, together with the manner in which the details have been provided, helps the organization in assessing the true merit of the candidate.

Resume

A resume is a one to two-page summary of skills, experience, accomplishments, and education written to capture the attention of the reader, and its basic purpose is to secure an interview.
Characteristics of a resume include:
- It can be tailored for a company and the job that an individual wishes to apply for.
- It is original and geared towards a specific goal.
- It is more descriptive than a C.V.

Studying That Suits You

Use AI to generate personalized quizzes and flashcards to suit your learning preferences.

Description

This quiz covers the definition of communication, its two-way process, and its basic elements. Learn about the sender, receiver, message, medium, and feedback in the communication process.