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Questions and Answers
What is the origin of the word 'communication'?
The Latin word 'communis'
What is business communication?
The flow of information within and outside a business organization
Which of the following is an internal objective of business communication? (Select all that apply)
Which statement best defines communication?
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The flow of communication is only important within a business.
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What is one of the key historical aspects of communication?
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What is the primary role of communication within a business organization?
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Which characteristic is emphasized in the Seven Cs of Communication for ensuring effective messaging?
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Which of the following statements best describes the two-way nature of communication?
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What does the term 'consideration' in the context of communication refer to?
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Which type of communication is associated with the concept of 'You Attitude'?
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What primary concern does the communicator have regarding the audience?
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Which response can be characterized as negative after reading an advertisement?
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What is considered the most desirable feedback for a marketer?
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What is an essential component of a significant communicative situation?
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Which type of distraction is categorized as noise in communication?
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Study Notes
Communication Definition and History
- Communication is the process of passing information and understanding from one person to another.
- Derived from the Latin word "communis" meaning to share.
- It's essential for individuals to understand how people relate to each other in order to understand human communication processes
- Ancient humans developed creative communication methods to maintain a shared understanding
- Speech originated around 500,000 BCE.
- Communication is considered the most significant part of human expression and interaction.
Communication in Business
- "Business communication" is the communication undertaken in the process of economic activities with the goal of earning a profit.
- Business communication flows both internally within an organization and externally to parties outside the organization.
Objectives and Purpose of Communication
- The purpose of business communication is to provide information, connect with others, educate, stimulate, persuade, reassure, and integrate.
- The main objectives of business communication are interrelated and include internal and external functions.
Internal Objectives
- Inform Management: Provides vital information to company leaders.
- Inform Employees: Keeps employees updated on processes, goals, and policies.
- Coordination: Facilitates the smooth functioning of different departments and teams.
- Employee Morale: Communication can boost employee morale by fostering a sense of involvement and belonging.
- Achieving Business Goals: Effective communication is essential for achieving company objectives by informing, connecting, educating, motivating, and persuading.
- Decision Support: Communication provides the information needed for informed decision-making.
External Objectives
- Sales and Services: Communication promotes the sale of goods and services to customers.
- Supplier Relations: Maintaining communication with suppliers is crucial for efficient supply chain management.
- External Information: Organizations communicate with external parties like investors, government agencies, and the media.
- Organizational Dynamism: Communication helps organizations adapt to changing market conditions and challenges.
- Facing Challenges: Effective communication is essential for managing internal and external challenges.
- Advice and Consultation: Businesses communicate to receive advice and consult with experts.
- Customer Education and Training: Communication plays a role in educating and training customers on product usage and services.
Communication as the Lifeblood of Business
- Business organizations aim to generate profit, and without it, they cease to exist.
- Communication is essential for profit generation, acting as the vital force for a business organization.
Communication Characteristics
- It involves multiple individuals, with a message being shared.
- Messages can include orders, instructions, or information about management plans, policies, and programs.
- Communication is a continuous, two-way process aimed at motivating a response.
- Communication can be formal and controllable or informal and uncontrollable.
- It can take place vertically, horizontally, or diagonally within an organization.
Seven Cs of Communication
- Consideration: Focus on the receiver's perspective while drafting messages, using "you" instead of "I" or "we."
- Clarity: Clear and concise language is essential for proper communication, particularly in oral presentations.
- Conciseness: Avoid redundancy and make clear and brief statements.
- Concreteness: Use specific facts, figures, and examples to support claims and make messages more impactful.
- Correctness: Ensure accurate grammar, spelling, and information for a professional and credible presentation.
- Courtesy: Show respect for the receiver, using polite language and avoiding discriminatory or offensive expressions.
- Response: Communicators seek feedback to understand if the message has been received and accepted by the audience.
Process of Communication
- Communication involves more than one individual interacting through channels that carry information or messages for a common purpose.
- Effective communication is called interpersonal or interactional communication, requiring specific elements:
- Message or idea or stimulus
- Sender or transmitter or communicator
- Encoding
- Channel
- Medium
- Receiver
- Decoding
- Action or behaviour change
- Feedback
Essentials of Good Communication: Seven C’s of Communication
- Clarity: Communication should be clear and well understood by the sender.
- Information: Communication conveys information but not all information communicates a message.
- Completeness: Messages should be complete and provide all the required information.
- Attention: Communication should engage the receiver's attention.
- Consistency: Messages should be consistent and non-contradictory.
- Simplicity: Use clear and concise language, avoiding jargon.
- Follow Up: Ensure that communication is followed up with action.
- Support with Deeds: Actions should match verbal statements.
- Listening: Active listening facilitates understanding.
- Credibility: Communicate with trustworthiness.
- Context: Communication should be appropriate for the situation.
- Content: The message should resonate with the receiver.
- Capability: Communication should be tailored to the receiver's understanding.
- Channels: Appropriate channels should be used for communication based on the receiver's preferences.
Barriers to Communication
- Barriers can hinder effective communication.
- These barriers can be physical, language-related, organizational, emotional, or personal.
- Successful communication relies on the receiver understanding the sender's message.
Public Speaking:
- Public speaking can be challenging for many.
- Effective public speaking requires preparation and practice.
- Public speaking encompasses face-to-face communication with a sizable audience.
- Developing public speaking skills involves several key steps:
- Topic selection
- Audience analysis
- Research and planning
- Organization
- Wording (both verbal and nonverbal)
- Confidence building and overcoming fear
- These steps do not necessarily need to be followed in a specific order.
Factors Affecting Speech Delivery
- Variation in Speaking Speed: Adjusting speaking pace for different parts of the message enhances clarity.
- Incorrect Use of Pauses: Well-placed pauses are effective, but excessive or inappropriate pauses can disengage listeners.
- Lack of Vocal Emphasis: Voice modulation enhances clarity and adds interest to the speech.
- Inappropriate Volume: Speakers should adapt their volume to the size of the audience without being too loud or too soft.
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Description
Explore the fundamentals of communication, its historical origins, and its significance in human interaction. This quiz covers the evolution of communication methods and the role of effective communication in business. Test your knowledge on the essential aspects of sharing information and understanding.
