UNIT-1 Basics of Communication (Question bank solution)

From Question Bank

3.) Explain the process of communication with the help of a diagram and mention the essentials of effective communication (June’11, Nov’10, June’09, Jun’10, Jan’10)

·         The sender encodes the message and sends it through a channel. This channel is nothing but the language used-words, actions, signs, objects or a combination of these.

·         The receiver receives the message, decodes it and acts on it. If the message received is same as the message sent then there will be a response and if not there will be a breakdown of communication.

·         The transmission of receiver’s response to the sender is called ‘feedback’. It is essential for an effective communication.

·         The communication cycle is only complete when you receive a response from the recipient of the message.

·         Communication takes place in a well-defined set-up, which is called the ‘communication environment’

Essentials of Effective communication

·         A common communication environment

·         Co-operation between sender and receiver

·         Selection of an appropriate channel

·         Correct encoding and decoding of message

·         Receipt of desired response and feedback

2.) Define communication and explain the process of communication. Distinguish between general and technical communication. (Dec’08, Jun’12)

Communication can be defined as the exchange of information, ideas and knowledge between the sender and receiver through an accepted code of language

·         The sender encodes the message and sends it through a channel. This channel is nothing but the language used-words, actions, signs, objects or a combination of these.

·         The receiver receives the message, decodes it and acts on it. If the message received is same as the message sent then there will be a response and if not there will be a breakdown of communication.

·         The transmission of receiver’s response to the sender is called ‘feedback’. It is essential for an effective communication.

·         The communication cycle is only complete when you receive a response from the recipient of the message.

·         Communication takes place in a well-defined set-up, which is called the ‘communication environment’

Difference between general and technical communication

General Communication	Technical communication
Contains a general message	Contains a technical message
Informal in style and approach	Mostly formal
No set pattern of communication	Follows a set pattern
Mostly oral	Can be written and oral
Not always for a specific audience	Always for a specific audience
Doesn’t involve the use of technical vocabulary or graphic, etc	Frequently involves jargon, graphics etc

5.) Distinguish between General and Technical communication. Explain the importance of Technical communication

7.) Write a detailed note on the need and demand of Technical communication in global world (write the second part of this after the difference)

General Communication	Technical communication
Contains a general message	Contains a technical message
Informal in style and approach	Mostly formal
No set pattern of communication	Follows a set pattern
Mostly oral	Can be written and oral
Not always for a specific audience	Always for a specific audience
Doesn’t involve the use of technical vocabulary or graphic, etc	Frequently involves jargon, graphics etc

·         Technical communication plays a vital role in an organization, whether it is business enterprise, an industry or an academic institution

·         Communication serves as an instrument to measure the success or growth of an organization

eg: When a CEO of a company presents his company’s achievements in a meeting, each of the participants come to know of these milestones.

·         The various types of communication not only help an organization to grow, but also enable the communicators to develop certain attributes

·         Technical communication can be divided into two groups: Oral and Written

Oral Forms	Written Forms
Face to face/ Telephonic conversations	Memos, Letters
Meetings/ Seminars	E-mails, Faxes
Conferences	Circulars, Newsletters
Presentations	Reports
Group discussions	Proposals
Interviews	Bulletins, Brochures
Video / Voice conferences	Manuals, In-house Journals

·         If an organization is large, it may all these types of communication, whereas a smaller organization may not have all forms

·         It is the communication which helps the employees to work together

·         It is the vehicle through which the organization performs all its functions. Hence its importance cannot be ignored

9.) Discuss the main elements/ components of non-verbal communication. (Jan’11, Sep’09, Dec’08)

Kinesics

Kinesics is the name given to the study of the body’s physical movements. It is the way the body communicates without words

1.) Personal appearance

It plays an important role in communication. People see you before they hear you. As you adapt your language to the audience, you should also dress appropriately. Appearances communicate how we feel about ourselves and how we want to be viewed.

2.) Posture

Posture refers to the way we hold ourselves when we stand, sit or walk. What one speaks is important but what you do just before you begin and after you have finished is equally important.

3.) Gesture

Gesture is the movement made by hands, arms, head and torso. A well-timed gesture adds an impact and greater value to what is being said. Gestures clarify your ideas

4.) Facial expression

The face is said to be the most important part of your body. Facial expressions can be used to aid or inhibit or complement you communication

5.) Eye contact

The eyes are considered to be the windows of the soul. You look into the eyes of the speaker to help find out the truthfulness of his speech, his intelligence, attitudes and feelings.

Proxemics

It is the study of physical space in interpersonal relations. The way people use space tells a lot about them.

Edward T Hall has divided space into four zones:

1.)Intimate: Personal touch upto 18 inches (eg: a handshake or a pat on the back or a hug)

2.)Personal: 18 inches to 4 feet( eg: Communication with your friends, colleagues or peers)

3.)Social: 4 feet to 12 feet (eg: Official communication)

4.) Public: 12 feet to 30 feet (eg: Public figures like Prime minister communicate with public)

Paralinguistics

Paralinguistic features are non-verbal cues that help you to give urgency to your voice.

Voice adds extra life to your delivery

1.) Quality

It is a characteristic that distinguishes one voice from another. While the quality of voice cannot be changed, but it can be trained for optimum impact

2.) Volume

It is the loudness or softness of voice. You should vary your volume so as to make your voice audible and clear

3.) Pace/Rate

It is the number of words which we speak per minute. The normal rate is 120 to 150 words per minute.

4.) Pitch

It refers to the number of vibrations per second of your voice. The rise and fall of voice conveys various emotions

5.) Articulation

It means speaking all the sounds distinctly. Speakers should be careful not to slop, chop, truncate or omit sounds between words or sentences.

6.) Pronunciation

It requires speaking out words in a way they are generally accepted

7.) Voice modulation

It refers to the way we regulate, vary or adjust the tone, pitch and volume of the sound or speaking voice. It brings flexibility and vitality to your voice

8.) Pauses

A pause is a short silence flanked by words.

10. Discuss the impact of body language in making a presentation effective (Jun’09)

When a speaker presents himself, we see him before we start hearing him. Immediately, we begin developing impressions of his abilities and attitudes based on non-verbal signals he sends. This is why body language is so critical in oral communication.

Body language includes every aspect of your appearance, from what you wear, how you stand, look, and move, to your facial expressions and physical habits such as nodding your head, jingling change in your pocket or pulling your necktie. Your use of space and gestures are other key concerns.

1.) Personal appearance

It plays an important role in communication. People see you before they hear you. As you adapt your language to the audience, you should also dress appropriately. You should be clean groomed, conforming to the need of the occasion. Appearances communicate how we feel about ourselves and how we want to be viewed.

2.) Posture

Posture refers to the way we hold ourselves when we stand, sit or walk. What one speaks is important but what you do just before you begin and after you have finished is equally important.

Slumped posture- low spirits

Erect posture- high spirits, energy and confidence

Lean forward- Open, honest and interested

Lean backward- Defensive and disinterested

3.) Gesture

Gesture is the movement made by hands, arms, head and torso. A well-timed gesture adds an impact and greater value to what is being said. Gestures clarify your ideas

4.) Facial expression

The face is said to be the most important part of your body. Facial expressions can be used to aid or inhibit or complement you communication

5.) Eye contact

The eyes are considered to be the windows of the soul. You look into the eyes of the speaker to help find out the truthfulness of his speech, his intelligence, attitudes and feelings.