Internal and External communication

Question 1

Communication

Answer 1

is the transferring of a message from the sender to the receiver, who understands the message

Question 2

Message

Answer 2

is the info or instructions being passed by the sender to the receiver

Question 3

Internal communication

Answer 3

is between members of the same organization

Question 4

External communication

Answer 4

is between the organization and other organization or individuals.

Question 5

Transmitter/sender

Answer 5

of the message is the person starting off the process by sending the message

Question 6

Medium of communication

Answer 6

is the method used to send a message, for example, a letter is a method of written communication and meeting is a form of verbal communication.

Question 7

Receiver

Answer 7

is the person who receives the message

Question 8

Feedback

Answer 8

is the reply from the receiver which shows whether the message has arrived, been understood and, if necessary, acted upon

Question 9

One-way communication

Answer 9

involves a message which does not call for or require a response

Question 10

Two-way communication

Answer 10

is when the receiver gives a response to the message and there is a discussion about it

Question 11

Advantages of two way communication

Answer 11

• The receiver is able to tell if they have understood the message or if they even received the message
• Since both people are part of the communication, the receiver would be more involved in the process, which could act as an motivating factor to the receiver

Question 12

Verbal communication methods

Answer 12

• face to face / meetings between the communicators
• telephone conversations
• video conferencing, where groups of people in different locations are able to see and hear each other

Question 13

Advantages of verbal communication

Answer 13

• Information can be given out quickly, which would be effective in big meetings with large number of people
• Opportunity for immediate feedback and two-way communication
• The message is reinforced by the speaker (ex: body language, how they stand and facial expressions)

Question 14

disadvantages of verbal communication

Answer 14

• In a big meeting, there isn’t a way to see if everyone is listening or paying attention and if they have understood the message
• It can take longer to use verbal methods when feedback occurs than to use a written communication
• When a accurate and permanent message is needed verbal is inappropriate (ex: warning to a worker)

Question 15

Written communication methods

Answer 15

• Business Letters
• Memos
• Reports
• Notices pinned of board
• Text messages
• Email, social networking tech, tweeting etc.

Question 16

Advantages of written communication

Answer 16

• There is “hard” evidence of the message, which would help when disagreements between the sender and receiver
• It is essential for certain messages involving complicated details which might be misunderstood, or things that might be forgotten easily
• It can be copied and sent to many people, instead of calling each one individually
• e communication is cheaper and easier to use to reach a large number of people

Question 17

disadvantages of written communication

Answer 17

• Direct feedback is not quick unless e communication used, and can create information overload
• It is not easy to check that the messages has been received and acted upon. although in emails (please acknowledge function could be set up)
• Language used can be difficult to understand, if message too long, reader may lose interest
• No body language to reinforce the message

Question 18

Visual communication methods

Answer 18

• Films, videos and Microsoft PPT
• Posters
• Charts, diagrams
• Photographs and cartoons

Question 19

Advantages of visual communication

Answer 19

• Can present info is a more appealing and attractive way. People would rather watch films than read letters
• They can be used to make written messages clearer by adding charts or diagram to illustrate the point

Question 20

Disadvantages of visual communication

Answer 20

• No feedback from the receiver, to make sure they have understood the message
• Charts and diagrams are hard for some people to interpret, so message might be misunderstood.

Question 21

Formal communication`

Answer 21

is when messages are sent through established channels using professional language

Question 22

Informal communication

Answer 22

is when information is sent and received casually using everyday language

Question 23

Communication barriers

Answer 23

are factors that stop effective communication of messages