2.6 communication

Question 1

what is communication (business)?

Answer 1

key element of the organizational structure is how a business communicates with its stakeholders. Communication is crucial in business.

Question 2

what is communication (general)

Answer 2

exchange or transfer of information, data, and ideas.

Question 3

why is effective communication essential?

Answer 3

important for business success. Without effective communication, misunderstandings and conflict may happen, which negatively impacts on all aspects of an organization’s activities and operations.

Question 4

To which topics is communication linked to?

Answer 4

change, motivation, crisis management.1/4 aspects that affect crisis change management

Question 5

Sender

Answer 5

• initiates the communication.

Question 6

Message

Answer 6

• information that is transmitted.

Question 7

Method

Answer 7

• how the message is transmitted.

Question 8

Receiver

Answer 8

• the audience of the message.

Question 9

Feedback

Answer 9

• was the message received/ understood?

Question 10

When is communication effective?

Answer 10

when it has been received and understood by the receiver and the sender knows this

Question 11

what are the key features of effective communication?

Answer 11

sender of the message
clear message
appropriate medium (way in which message is sent)
feedback to confirm receipt and understanding

Question 12

what happens if theres no feedback to the message?

Answer 12

effectiveness of the communication might be judged

Question 13

how many types of communication are there in business?

Answer 13

informal and formal

Question 14

formal communication

Answer 14

Official channels used to transmit information on behalf of the business
follows chain of command in the organizational structure or outward to its stakeholders
more reliable since there is a record of it

Question 15

informal communication

Answer 15

happens outside of the business structure
good because it´s quick, but may spread inaccurate information

Question 16

what are the 4 most common types of communication

Answer 16

Verbal
Visual
Non-verbal
Written

Question 17

Verbal communication

Answer 17

communication that relies on speaking. is quick, direct and effective. allows for immediate feedback.

Question 18

what does verbal formal communication look like?

Answer 18

interviews, meetings, lectures, presentations, events, recorded telephone conversations.

Question 19

what does verbal informal communication look like?

Answer 19

face to face conversations, gossiping, unrecorded telephone conversations.

Question 20

disadvantage of verbal communication?

Answer 20

can be misunderstood if the sender uses the wrong language, does not speak clearly, or does not allow for feedback.

Question 21

what is visual communication?

Answer 21

relies on sight.

Question 22

what is formal visual communication?

Answer 22

presentations, videos, posters, notice boards, signs, symbols, charts and graphs, maps, infographics

Question 23

what is informal visual communication?

Answer 23

body language, gestures

Question 24

why can visual communication be effective?

Answer 24

permanent, recognizable and immediate.

Question 25

disadvantage of visual communication?

Answer 25

less effective if the image or picture requires interpretation as some cultures may respond differently to the same image.

Question 26

what is nonverbal communication

Answer 26

messages sent and received without verbal information such as:
facial expressions,
eye contact,
tone of voice,
body posture,
gestures and
position within a group.

Question 27

disadvantages of nonverbal communication?

Answer 27

Communication can be hindered when nonverbal cues seem to contradict what’s being said.

Question 28

what is written communication

Answer 28

requires the written word.

Question 29

what is written formal communication

Answer 29

reports, letters, memos, emails*, notices, bulletins, forms, press releases

Question 30

what is written informal communication

Answer 30

texts, blogs (*email could be considered informal in some organizations)

Question 31

why may written communication be effective

Answer 31

Records of the message may be kept and written communication can be amended or revised.

Question 32

disadvantages of written communication

Answer 32

considered impersonal and often the “tone” of the message may be lost. In addition, feedback is not immediate.

Question 33

formal communication advantages

Answer 33

Formal communication are more credible and reliable because it comes from official channels or networks and there is usually a record of what has been communicated.
Employees know exactly what their roles and responsibilities are as well as the expectations.
Message is clear and this significantly helps to reduce any ambiguities or misunderstandings.
Efficient flow of information between managers and employees using clearly defined chains of command.

Question 34

formal communication disadvantages

Answer 34

Can be slower especially in large organizations with tall structures.
The need for formality, confidentiality, and security of official information means there are higher costs
The rigid (inflexible) communication processes can result in a lack of initiative or creative ideas from employees.

Question 35

informal communication advantages

Answer 35

Less time consuming.
Less costly
can improve transparency (formal channels of communication can be restrictive)
Improves communication flows and can prevent potential problems or clashes between employees.
Grapevine communications, be they based on private or professional matters, help to create positive relations in the workplace. This can help to improve employee morale and productivity.

Question 36

informal communication disadvantages

Answer 36

Second-hand information is not always reliable or accurate.
No official records for verification.
Miscommunication and misunderstandings can be higher as employees may misinterpret information communicated through unofficial channels.
It is harder to control as informal conversations have no set rules or policies to be followed.

Question 37

what is the importance of effective communication

Answer 37

can impact on many areas of business:

Employee motivation and productivity
The number and quality of ideas generated by the workforce
The speed of decision-making
Speed of response to market changes
Reduces the risk of errors
Effective communication between departments

Question 38

what does poor communication lead to

Answer 38

demotivated workers, uncoordinated departments, poor customer service and a lack of overall direction for the organization.

Question 39

what is Barriers to communication

Answer 39

Anything that hinders or stops the business from delivering the right message to the right person at the right time, or a receiver from receiving the right message at the right time is a communication barrier.

Question 40

6 Barriers to communication include:

Answer 40

language
cultural
technological
organizational
physical
psychological