Communication

Question 1

When is communication effective?

Answer 1

When you convey your message to other people clearly and ambiguously and receive information with as little distortion as possible

Question 2

Where is the word “communication” derived from? What does it stand for?

Answer 2

It is derived from the Latin word “communis” which means common. It stands for the natural activity of all human beings to convey opinions, ideas, informations, feelings and emotions to others through speaking, writing, body language or signs.

Question 3

George Vardaman’s definition of effective communication

Answer 3

Purposive interchange resulting in a workable understanding and an agreement between the sender and the receiver of the message

Question 4

Peter Little’s definition of communication

Answer 4

Communication is the process by which information is transmitted between individuals or organizations so that an understanding response results

Question 5

Allen Louis’ definition of communication

Answer 5

Communication is the sum of all things a person does when he wants to create an understanding in the mind of another; it involves a systematic and continuous process of telling, listening, and understanding.

Question 6

What is the process of communication?

Answer 6

Communication is a two-way process in which the exchange of ideas links the sender and the receiver in a mutually accepted direction. The transmission of the sender’s ideas to the receiver and the receiver’s feedback or reaction to the sender makes up the communication process.

Question 7

How many steps are in the process of communication ?

Answer 7

7

Question 8

Name the 7 steps in the process of communication

Answer 8

Sender 
Encoding
Message
Channel
Receiver
Decoding
Feedback

Question 9

Define sender

Answer 9

The process of communication begins with the sender, the person who has an idea and wants to communicate it to the receiver

Question 10

Define encoding

Answer 10

The conversion of an idea into a message through verbal or non-verbal methods

Question 11

Define message

Answer 11

A message is the thought, idea, or emotion that the sender wants to convey. It can be verbal or non-verbal.

Question 12

Define channel

Answer 12

The medium through which a message is sent is called a channel

Question 13

Define Receiver

Answer 13

The receiver is the other party who receives the message from the sender

Question 14

Define decoding

Answer 14

Decoding is the process which converts the message into understanding. There are chances of misinterpretations

Question 15

Define feedback

Answer 15

Feedback is the reaction or response from the receiver after receiving the message from the sender. This is the last part of the communication process and is based on the understanding of the message.

Question 16

What are the types / channels / dimensions of communication?

Answer 16

Downward Communication
Upward communication
Diagonal/Horizontal communication
Grapevine communication

Question 17

What is downward communication?

Answer 17

Downward communication is the act of relaying important information in a company or organization from higher levels to lower levels

Question 18

Objectives of downward communication

Answer 18

1. To give specified directions about a job being entrusted to a subordinate
2. To explain policies and organizational procedures
3. To appraise the subordinates for their performance
4. To give information to the subordinates regarding the rationale of their job so that they understand the significance of their job in relation to the organizational goals

Question 19

Limitations of downward communication

Answer 19

1. May cause under-communication or over-communication (????)
2. time-consuming process which may cause some loss of information
3. It is an authoritarian process where the subordinates can rarely take part in the decision-making process

Question 20

What is upward communication?

Answer 20

Upward communication is the process of information flowing from the lower levels of a hierarchy to the upper levels

Question 21

Advantages of upper communication

Answer 21

1. Provides the management with necessary feedback
2. Provides valuable feedback on what the employees think about the organization and its policies
3. Gives an opportunity to workers to voice their problems and complaints
4. Provides a chance for workers to take part in the decision-making process

Question 22

Limitations of upward communication

Answer 22

1. Workers hesitate to initiate upward communication
2. Same as above 4 more times in different ways
3. Workers at the lower levels are not efficient communicators, so their communication may not be accurate or welcomed by the superiors (ignorant)

Question 23

What is diagonal/horizontal communication?

Answer 23

Communication between departments or employees in an an organization without any hierarchy is called diagonal communication. It is the most used channel of communication.

Question 24

Why is diagonal communication important?

Answer 24

Diagonal communication is extremely important for promoting understanding and co-ordination among various departments. It is most effective through oral communication. Example - group discussions, face-to-face conversations.

Question 25

What is grapevine communication?

Answer 25

An informal channel of communication in an organization is called grapevine communication. It follows no set lines or definite rules and spreads very fast in any direction

Question 26

Important features of grapevine communication

Answer 26

1. Provides much need release to emotions
2. Information spreads very fast
3. Information that can’t be transmitted to employees through official channels can be conveyed via grapevine communication
4. It provides feedback to management

Question 27

Limitations of grapevine communication

Answer 27

1. It may spread baseless information that may harm the people involved
2. Misunderstandings can take place
3. It can cause serious damage before management becomes aware of it

Question 28

Name all the levels of communication

Answer 28

1. Intrapersonal
2. Interpersonal
3. Extrapersonal
4. Organizational
5. Mass Communication

Question 29

What is intrapersonal communication?

Answer 29

To communicate with oneself is known as intrapersonal communication. When we communicate with others, intrapersonal communication continues - verifying the truth, using logical reasoning, etc.

Question 30

What is interpersonal communication?

Answer 30

Interpersonal communication is the process of exchange of information, ideas, and feelings between two or more people by verbal on non-verbal methods. This communication can be formal or informal

Question 31

What is extrapersonal communication?

Answer 31

Communication which occurs between human beings and non-human entities are known as extrapersonal communication. Example, a dog barking to their owner when they see a stranger

Question 32

What is organizational communication?

Answer 32

Communication between members of an organization is called organizational communication. This can be upward, downward, diagonal, or grapevine.

Question 33

What is mass communication?

Answer 33

In this level of communication, information is transmitted to the public at large through media such as television, radio, internet, books, journals and newspapers.

Question 34

What is technical communication?

Answer 34

Technical communication is an exchange of technical ideas, information, knowledge, and experience. It includes simple definition of tools and machines, and interpretations of principles which they follow scientifically.

Question 35

What makes technical communication different from general communication? / What are the characteristic features of technical communication?

Answer 35

1. Conveys a particular message to a particular audience
2. Contains professional information related to tools and machines
3. Requires specialized words and phrases
4. Involves understanding and analysis of graphical information
5. Adequate knowledge of the subject
6. Firsthand knowledge of all the four skills of language - listening, speaking, reading, and writing
7. It is always formal in style, structure, and organization
8. It requires complex exposition techniques