2.6 communication

Question 1

What is communication (business way)?

Answer 1

Important. How a business communicates with its stakeholders. Key to functionality

Question 2

What is communication (non business)?

Answer 2

Transfer of ideas, information and data.

Question 3

Why is effective communication important?

Answer 3

Because if there not effective communication there may be misunderstandings and conflict may occur. This can impact all aspects of the business negatively

Question 4

Which topics are linked to communication

Answer 4

Communication is one of the four key factors that affect effective crisis management. Links to change and motivation

Question 5

What is a sender?

Answer 5

Initiates the communication

Question 6

What is message

Answer 6

Information that is transmitted

Question 7

What is method?

Answer 7

How the message is transmitted

Question 8

What is receiver?

Answer 8

The person who receives the message

Question 9

What is feedback?

Answer 9

Confirmation of message being received and understood

Question 10

When do you know communication was effective

Answer 10

If message has been received and understood by the receiver and if the sender knows this

Question 11

What are the 4 key features of effective communication?

Answer 11

Sender of the message

Clear message

Appropriate way in which message is sent

Feedback to confirm message understanding

Question 12

Two types of communication in business

Answer 12

Formal and informal

Question 13

What is formal communication?

Answer 13

Official channels used to transmit information on behalf of the organization

Follows chain of command in organizational structure

More reliable because there’s a record of it

Question 14

What is informal communication

Answer 14

Takes place outside business grounds/structure

Good because it is quick but may spread innacurate information

Question 15

When should you judge the effectiveness of the message?

Answer 15

When you didn’t receive feedback

Question 16

What are the 4 forms of communication

Answer 16

Verbal, non verbal, visual, written

Question 17

What is verbal communication?

Answer 17

Relies on speaking

Question 18

What is formal verbal communication

Answer 18

Interviews, meetings, lectures, presentations, events, recorded telephone conversations

Question 19

What is informal verbal communication

Answer 19

Face to face conversations, gossiping, unrecorded phone calls

Question 20

Advantage of verbal communication

Answer 20

Quick, direct, effective. Allows immediate feedback

Question 21

Disadvantages of verbal communication

Answer 21

Message may be misunderstoodif the sender uses wrong language, does not speak clearly or doesn’t allow for feedback

Question 22

What is visual communication

Answer 22

Relies on sight

Question 23

What is formal visual communication

Answer 23

Presentations, videos, posters, infographics, signs, notice boards, symbols, charts, graphs, maps

Question 24

What is informal visual communication?

Answer 24

Body language and gestures

Question 25

Advantages of visual communication?

Answer 25

Effective as it can be permanent recognizable and immediate

Question 26

Disadvantages of visual communication

Answer 26

Less effective if the image or picture requires interpretation. Different cultures may respond differently to image

Question 27

What is non verbal communication

Answer 27

Messages sent and received without verbal information, ex: facial expressions, eye contact, tone of voice, body posture, gestures

Question 28

When may there be miscommunication in non verbal communication?

Answer 28

Can be damaged and mins interpreted when no verbal cues seem to contradict what’s being said

Question 29

What is Writtencommunication

Answer 29

Requires the written word

Question 30

What is formal written communication?

Answer 30

Reports, emails, memos, letters, notices, bulletins, forms, press releases

Question 31

What is informal written communication

Answer 31

Texts, blogs, email

Question 32

Advantages of written communication

Answer 32

Effective, records message and may be kept and written communication may be revised

Question 33

Disadvantages of written communication

Answer 33

Considered impersonal, often the “tone” of message may be lost. Feedback not immediate

Question 34

Formal communication advantages

Answer 34

More credible and reliable because comes from official channels from the organization. Usually a record of what’s been communicated Message is clear and this helps reduce ambiguity and misunderstandings Efficient flow of information through the chain of office command

Question 35

Disadvantages of formal communication

Answer 35

Slower, specially in large organizations with tall organizational structures Need for formality, confidentiality, and security of official information means there are higher costs The inflexible communication processes can result in lack of creativity and initiative from eployees

Question 36

Advantages of informal communication

Answer 36

Less time consuming Less costly Can improve transparency(formal channels of communication may be restrictive) Help create positive relationships in workplace

Question 37

Disadvantages of informal communication

Answer 37

Second-hand informstion not the most reliable No official records or verification Miscommunication and misunderstanding nah be higher as employees may misinterpret informstion Harder to control informal communication because there are no rules or policies

Question 38

What areas of a business may effective communication impact?

Answer 38

Employee motivation and productivity, number and quality of ideas generated by the workforce, speed of decision making, reduces risk of errors, effective communication between departments

Question 39

What will poor communication lead to?

Answer 39

Demotivated workers, uncoordinated departments. Poor customer service and lack of direction for organization

Question 40

What is a barrier to communication

Answer 40

Anything that stops the business from delivering/ receiving the right message to the right person at the right time.

Question 41

What are the 6 barriers to communication

Answer 41

Cultural, language, technological, organizational, physical and psychological

Question 42

What are language barriers and what do they cause

Answer 42

Major miscommunication, misunderstanding such as difficulties related to translation, tones, written language, slang, dialects

Question 43

What are cultural barriers and what do they do

Answer 43

Stem from differences in social norms, beliefs, values. Different business etiquette on each culture

Question 44

What are technological barriers and what do they do

Answer 44

Caused by people not having the right technologies and tools to communicate. Due to lack of finance to invest in latest IT and or workers not having the right training to use these. Ex. Outdated computer hardware, machinery, equipment Out of date software programmes

Question 45

What are organizational barriers and what do they do

Answer 45

Caused by lack of understanding the internal functions and structures of the business as well as individual roles. Not understand existing internal structures and procedures common barrier for new employees

Question 46

What is physical barrier and what does it do

Answer 46

Examples of physical barriers: physical distance, time zone, Physical distance: people having to meet in physical location to discuss business. This will entail time and costs for business Time zone: employees and managers often have virtual meeting with teams that may be located hundreds of mile’s away

Question 47

What are Psychological barriers and what do they do

Answer 47

Caused by people with conflicting mindsets. Source is that people may see the world different and interpret things differently

Question 48

Why is effective communication important

Answer 48

Reduces misunderstandings Creates a positive work environment Ruducds communication barriers Solve conflicts and encourages teamwork