Communication in Business

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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 officer showing a stop sign to the public is the sender of the 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 the 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 the primary purpose of communication in business?

To provide important external links and coordinate activities Signup and view all the answers

Which of the following is a form of written communication?

Memos Signup and view all the answers

What is feedback?

Receiver's response or reaction to the message directed towards the sender. Signup and view all the answers

Name one advantage of using telegrams over regular mail.

Telegrams are faster for sending urgent messages. Signup and view all the answers

What is the role of a medium in communication?

It carries the message to the receiver and brings feedback from the receiver. Signup and view all the answers

Match the following communication methods with their definitions:

Telegram = Payment according to the 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 the 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, or 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, and information through speech, writing, or symbols between individuals. Signup and view all the answers

What are the elements of the communication process?

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

What is meant by Business Communication?

Communication that facilitates the exchange of information within a business context. Signup and view all the answers

Give a short description of Voice Mail in about two sentences.

Voice mail is a computer-based system that records and stores telephone messages. Users can access their messages at their convenience. Signup and view all the answers

Explain the meaning of 'verbal communication'.

Verbal communication refers to sharing messages through spoken or written words. Signup and view all the answers

State the different types of Non-verbal communication.

Types include visual, gestural, and aural communication. Signup and view all the answers

Explain the meaning of communication and its process.

Communication is the transfer of information between individuals, involving a sender, message, receiver, and feedback. Signup and view all the answers

Differentiate between Verbal and Non-Verbal communication.

Verbal communication uses words to convey a message, whereas non-verbal communication includes gestures, facial expressions, and tone of voice. Signup and view all the answers

Illustrate the communication process with the help of a diagram.

The communication process consists of sender → message → receiver → feedback. Signup and view all the answers

Explain why 'E-mail is the fastest method of transmitting written messages'.

E-mail allows for instant transmission of messages over the internet without the delays associated with traditional postal services. Signup and view all the answers

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

I would use e-mail because it allows for quick and efficient transmission of documents. Signup and view all the answers

Study Notes

Communication Defined

Communication involves sharing and exchanging information, ideas and experiences between individuals or groups.
It can be verbal, written, or nonverbal.
The process of communication involves a sender, a receiver, a message, a medium, and feedback.
Feedback is a response or reaction to the message sent.
Feedback can be verbal or nonverbal and plays a crucial role in confirming message comprehension.

Importance of Communication in Business

Effective communication is essential for businesses to function smoothly and efficiently.
Enables businesses to convey facts, figures, and ideas internally and externally.
Helps businesses control operations, coordinate activities, and motivate employees.
Essential for establishing external links between businesses, suppliers, and customers.
Builds a positive public image.
Extends knowledge and broadens perspectives.
Facilitates overcoming language barriers.
Shares new discoveries, techniques, and products.
Helps businesses leverage the achievements of others.

Types of Communication

Verbal/Oral Communication:
- Uses spoken language in various forms, including lectures, meetings, discussions, conferences, and phone calls.
Written Communication:
- Uses written words and can be in the form of letters, memos, circulars, notices, reports, manuals, magazines, and handbooks.
- Includes visual communication (pictures, graphs, symbols, diagrams)
- Includes aural communication (bells, whistles, buzzers, horns)
- Includes gestural communication (body language).

Means of Communication

Letters:
- Written form of communication sent and received by individuals and organizations.
- Can be delivered via messenger, post office, or courier service.
- Useful when face-to-face communication is difficult, other means are unavailable, or a written record is required.
- Relatively low cost.
Telegrams:
- Form of written communication for sending messages quickly over long distances.
- Useful for urgent messages.
- Faster than regular mail.
- Charges are based on the number of words used, including the sender's and receiver's addresses.
- Can be sent as ordinary or express (extra charge).
- Cablegrams are used for sending telegrams to foreign countries.
- Phonograms allow telegrams to be sent by telephone.
Telephones:
- Popular form of oral communication, both internally and externally.
- Subscriber Trunk Dialing (STD) allows for long-distance communication.
- International Subscriber Dialing (ISD) facilities are used for international calls.
- Government and private agencies provide telecom services.
- Establish quick and direct contact between parties.
- Private Automatic Branch Exchange (PABX) systems facilitate internal and external communication in businesses, government offices, and private institutions.
- Mobile phones offer convenient access to the receiver anytime, anywhere.
- Modern mobile phone features include Short Messaging Services (SMS) and Multimedia Messaging Services (MMS).
- Mobile service providers in India include MTNL, BSNL, Airtel, Idea, Hutch, Reliance, and Tata.
- Mobile services operate through CDMA (code division multiple access) and GSM (global system for mobile communication) technologies.
Telex:
- Form of printed communication using teleprinters connected to a central exchange.
- Machines with keyboards are installed at different locations.
- Messages typed on one machine are automatically typed on other machines connected to the exchange, allowing for instant transmission.
Fax (Facsimile):
- Electronic device that transmits handwritten or printed documents instantly.
- Uses telephone lines to send an exact copy of a document from one fax machine to another.
- Advantages include ease of operation, instant transmission, and accessibility over any distance.
- Commonly used for written communication in business.
- Allows for recording of communication transactions.
- Limitation is that fax machines accept documents up to standard size.
- Standard practice is sending a copy of a faxed document through regular mail for record-keeping.
E-mail (Electronic Mail):
- Modern form of communication that uses electronic methods for transmitting and receiving information.
- Individuals can open e-mail accounts through an Internet Service Provider (ISP).
- Allows for communication of letters, messages, pictures, and audio through computers.
- Messages are received when the other party accesses their e-mail account.
- Fast, audiovisually engaging, and gaining popularity.

Voice Mail

Voice Mail is a computer-based system for receiving and responding to phone calls.
It uses computer memory to record and store messages.
To access information, dial the voice mail number and follow the computer instructions.
Users can also record their own messages.
Receivers can access messages at their convenience and take action accordingly.
The National Institute of Open Schooling (NIOS) uses a voice mail system at its headquarters in Noida.
Call 0120-4626909 or 0120-4626910 to access information from the NIOS voice mail system.

Teleconferencing

Teleconferencing allows people to interact with each other without physically being in the same location.
Participants can hear each other's voices, see each other's images, and respond to queries.
Requires modern technology, such as telephone, computers, and television.
A central controlling unit facilitates the communication process.

Types of Teleconferencing

Audio-conferencing uses two-way audio communication, allowing participants to listen and respond immediately.
Video-conferencing allows participants to see each other's images while they speak.

Types of Video-conferencing

One-way video and two-way audio: Participants can listen to the voices and see images of those in a studio. Audience participation is through telephone.
Both-way audio and video: Participants at both ends can listen and see each other while interacting.

Barriers to Communication

Badly Expressed Message: Poorly chosen words, lack of coherence, inadequate vocabulary, and inappropriate language can lead to misunderstandings and errors.
Screening or Filtering: Messages can be distorted as they are passed through multiple levels of communication.
Inattention: People may not pay attention to information, assuming it's not important.
Unclarified Assumptions: Misunderstandings arise when assumptions are not clear between sender and receiver.
Resistance to Change: People often resist new ideas and prefer familiar routines.
Mutual Distrust: Lack of confidence and understanding hinders communication.
Status and Position: Fear of consequences can prevent subordinates from communicating fully with superiors.
Complex Organization Structure: Multiple layers of supervision can impede communication flow.

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Description

Explore the essential concepts of communication and its vital role in business operations. This quiz covers various forms of communication, feedback mechanisms, and their importance in fostering effective internal and external exchanges. Test your understanding of how communication builds relationships and enhances business efficiency.