Communication Techniques Quiz
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Questions and Answers

Which method is NOT a technique appropriate for horizontal communication?

  • Reports (correct)
  • Picnics
  • Meetings
  • Memos

    • An open-door policy allows employees to discuss issues without fear of penalty.

    True

    What is the primary purpose of exit interviews for management?

    To understand the real reasons employees leave the organization.

    ________ communication involves messages sent to individuals at the same organizational level.

    <p>Horizontal</p> Signup and view all the answers

    Match the following types of communication with their corresponding characteristics:

    <p>Upward Communication = Problems and exceptions Downward Communication = Implementation of goals Horizontal Communication = Interdepartmental coordination Management Information System = Decision-making support</p> Signup and view all the answers

    What is a benefit of suggestions systems in a company?

    <p>Generate cost-saving ideas</p> Signup and view all the answers

    Informal gripe sessions are always unproductive and detrimental to management.

    <p>False</p> Signup and view all the answers

    What is a task force created for?

    <p>To address specific problems or issues.</p> Signup and view all the answers

    What is the primary function of communication that aids in decision-making?

    <p>Information Function</p> Signup and view all the answers

    The Emotive Function of communication helps to clarify duties and responsibilities.

    <p>False</p> Signup and view all the answers

    What is the first step in the communication process?

    <p>Develop an idea</p> Signup and view all the answers

    In the communication process, after encoding the message, the next step is to __________ it.

    <p>transmit</p> Signup and view all the answers

    What is the primary purpose of downward communication?

    <p>To provide feedback about performance</p> Signup and view all the answers

    Which step in the communication process involves translating the message into a form that the recipient can understand?

    <p>Decode</p> Signup and view all the answers

    Upward communication is intended primarily for giving instructions to lower-level employees.

    <p>False</p> Signup and view all the answers

    Match the following functions of communication with their descriptions:

    <p>Information Function = Facilitates decision-making Motivation Function = Encourages commitment to objectives Control Function = Clarifies roles and responsibilities Emotive Function = Addresses employee feelings and anxiety</p> Signup and view all the answers

    What is one technique used in downward communication that involves direct personal interaction?

    <p>Meetings</p> Signup and view all the answers

    Feedback is an optional part of the communication process.

    <p>False</p> Signup and view all the answers

    ____ are useful sources of information regarding company policies and procedures.

    <p>Manuals</p> Signup and view all the answers

    What can a receiver do with a message if it holds importance for their activities after accepting it?

    <p>Store it for future use</p> Signup and view all the answers

    Match the techniques of upward communication with their descriptions:

    <p>Formal grievance procedures = A method for employees to raise concerns Employee attitude surveys = Collects employee feedback on company practices Suggestion systems = Encourages employees to contribute ideas for improvement Exit interviews = Gathering information from departing employees</p> Signup and view all the answers

    Which of the following is NOT a technique used in upward communication?

    <p>Handbooks</p> Signup and view all the answers

    Newsletters are a technique used in downward communication.

    <p>True</p> Signup and view all the answers

    Name one purpose of upward communication.

    <p>To provide feedback on work progress</p> Signup and view all the answers

    Which of the following best describes verbal communication?

    <p>Communication transmitted through hearing or sight</p> Signup and view all the answers

    Non-verbal communication includes elements such as gestures and personal space.

    <p>True</p> Signup and view all the answers

    What are the three general categories of barriers to communication?

    <p>Personal Barriers, Physical Barriers, Semantic Barriers</p> Signup and view all the answers

    _______ communication is primarily concerned with the spoken or written word.

    <p>Verbal</p> Signup and view all the answers

    Which of the following is an example of a physical barrier to communication?

    <p>A loud noise in the environment</p> Signup and view all the answers

    Semantic barriers occur when a message is received as intended but is misunderstood.

    <p>True</p> Signup and view all the answers

    Name one enhancement used in written communication to engage the recipient.

    <p>Scented advertisements or musical cards</p> Signup and view all the answers

    Match the type of non-verbal communication with its definition.

    <p>Facial Expression = Conveys emotions through face movements Body Language = Communicates attitudes through posture and gestures Tone of Voice = Indicates feelings through vocal delivery Personal Space = Refers to the physical distance maintained in interactions</p> Signup and view all the answers

    Which function of MIS is focused on production planning and inventory management?

    <p>Manufacturing</p> Signup and view all the answers

    MIS does not contribute to project management in engineering.

    <p>False</p> Signup and view all the answers

    What is one application of MIS in the finance department?

    <p>Generating real-time financial statements.</p> Signup and view all the answers

    MIS aids in _______ management in the marketing department.

    <p>customer relationship</p> Signup and view all the answers

    Match the functions of MIS with their respective applications:

    <p>Manufacturing = General automation of financial tasks Finance = Real-time financial statements Engineering = Project management and resource allocation Marketing = Customer relationship management</p> Signup and view all the answers

    Which of the following is NOT an application of MIS in Human Resource?

    <p>Product design collaboration</p> Signup and view all the answers

    MIS has no impact on research and development processes.

    <p>False</p> Signup and view all the answers

    Name one reason for establishing an MIS.

    <p>To provide a basis for the analysis of early warning signals.</p> Signup and view all the answers

    Study Notes

    Communicating in Organizations

    • Communication is the process of exchanging information between people, the organization, management, engineers, teams, and departments.
    • Communication is crucial for management and must be effective as it has a cost associated with it.

    Topic Outline

    • The presentation covers functions, process, forms, barriers, techniques, and MIS (Management Information Systems) related to organizational communication.

    What is Communication?

    • In simple terms, it is the exchange of information between people, the organization, and departments.
    • Management communication needs a defined purpose and should be used efficiently due to its cost implications.

    Functions of Communication

    • Information Function: Communication provides information for decision-making at all levels in the organization.
    • Motivation Function: Communication is used to inspire employees to achieve organizational goals.
    • Control Function: Effective communication defines roles, clarifies duties, and outlines responsibilities leading to better control.
    • Emotive Function: Communication handles employee feelings, affecting performance and productivity; repressed feelings lead to anxiety-related issues.

    The Communication Process

    • The communication process involves developing an idea, encoding it, transmitting it, receiving it, decoding it, and providing feedback.
    • Encoding: Turning an idea into a message (verbal, visual, etc.).
    • Decoding: Translating the message into understandable elements.
    • Transmit: Sharing the message using proper channels.
    • Receiver: The recipient of the message.
    • Feedback: Response to the message to ensure understanding.
    • Accept/Reject: The receiver may accept or reject the message which is necessary.

    Forms of Communications

    • Verbal Communication: Divided into oral and written formats.

      • Oral Communication: Uses spoken words, facial expressions, gestures.
      • Written Communication: Often preferred for efficiency and when face-to-face isn't possible.

    • Non-Verbal Communication: Conveyed through gestures, posture, facial expressions; includes time, space, touch, and appearance aspects.

    The Barriers of Communication

    • Personal Barriers: Stem from personal emotions, values, or poor listening habits, and factors like age, sex, or socioeconomic status can also create misunderstandings.
    • Physical Barriers: Environmental factors including noise, distance, obstacles, inappropriate channels, or timing that prevent effective communication.
    • Semantic Barriers: Misinterpretations due to differing meanings or incorrect interpretations of words, pictures, or actions.

    Overcoming Barriers to Communication

    • Feedback: Enhances understanding and improves the potential for effective action.
    • Repetition of messages: Helps ensure they are properly received.
    • Multiple channels: Helps ensure information accuracy.
    • Simplification of language: Makes the message easily understandable to all parties, preventing errors or misunderstandings.

    Techniques for Communicating in Organizations

    • Downward Communication: Flows from higher to lower authority levels and includes instructions, information on policies, performance feedback, and motivation.
      • Techniques: Letters, meetings, telephones, manuals, handbooks, newsletters.
    • Upward Communication: Flows from lower to higher authority levels; includes work progress reports, problems, suggestions for improvement, and employee input.
      • Techniques: Formal grievance procedures, attitude surveys, suggestion systems, open-door policy, informal gripe sessions, task forces, exit interviews.
    • Horizontal Communication: Flows between individuals or groups at the same organizational level; includes coordination across departments, persuasion, and the sharing of activity-related information.
      • Techniques: Memos, meetings, telephones, picnics, dinners, social affairs.

    Management Information Systems (MIS)

    • MIS is a systematic way to collect, process, and distribute information to aid organizations in decision-making, using both internal and external information.
    • MIS includes written and electronic systems for communication among departments, covering aspects like manufacturing, finance, engineering, marketing, personnel, and Research and Development.

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    Related Documents

    Communicating in Organizations - Group 6 Report PDF

    Description

    Test your knowledge on various communication techniques within organizations. This quiz covers concepts such as horizontal communication, exit interviews, and the functions of communication in decision-making. Assess your understanding of effective communication methods and their purposes in a workplace setting.

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