Internal and external communication Chapter 9

Question 1

What is internal communication?

Answer 1

It is the communication between members of the same organization.

Question 2

What is external communication?

Answer 2

It is the communication between the organization and other organizations or individuals.

Question 3

What is a transmitter?

Answer 3

It is the person starting off the process by sending the message.

Question 4

What is the medium of communication?

Answer 4

It is the method used to send a message for e.g written communication.

Question 5

Who is a receiver?

Answer 5

It is a person who receives the message

Question 6

What is feedback?

Answer 6

It is the reply from the receiver which shows if the message is understood by them or not.

Question 7

What is one-way communication?

Answer 7

It involves a message which does not call for a response.

Question 8

What is two-way communication?

Answer 8

It is when the receiver is asked for their response.

Question 9

What is formal communication?

Answer 9

It is when messages are sent through an established source of language.

Question 10

What is informal communication?

Answer 10

it is when information is sent and received casually.

Question 11

What are communication barriers?

Answer 11

They are the factors that stop effective communication of messages.

Question 12

Why does external communication have to work well?

Answer 12

If external communication works well then accurate information can be passed on

Question 13

What are the advantages of two way communication

Answer 13

1. it would be clear what the sender is saying and if the message has been understood and acted upon.
2. both people are involved in the communication process and the receiver feels more a part of the process and they can also contribute to the topic being discussed.

Question 14

What are the different ways of communication

Answer 14

1. Verbal methods of communication.
2. Written communication.
3. Visual communication

Question 15

What are the factors to be considered before using the appropriate method of communication?

Answer 15

1. Speed, how fast the message will be sent
2. Cost, it is important to keep costs down.
3. Message details should be clear
4. Leadership style will determine what type of communication will take place.
5. The receiver the person receiving the message should understand it.
6. Need for written record - if it is to be referred to verbal communication would be inappropriate.
7. Importance of feedback - if it is essential for it then a direct verbal communication would be suitable

Question 16

What are the advantages of verbal communication

Answer 16

1. Information can be given out quickly.
2. it is an opportunity for immediate feedback and two way communication.
3. the message is reinforced by seeing the speaker.

Question 17

What are the disadvantages of verbal communication.?

Answer 17

1. there is no way of telling whether everybody’s listening or has understood the message.
2. It can take longer to use verbal methods of communication when feedback occurs then to write a written form of communication.
3. It is not appropriate when an accurate and permanent record of the message is needed.

Question 18

What are the advantages of written communication?

Answer 18

> There’s hard evidence of the message which can be referred to in the future.
It is essential for certain messages involving complicated details which can be misunderstood. The law in many countries require certain safety messages to be written down.
A written message can be copied and sent to anyone.
Electronic communication is a quick and cheap way to reach a large number of people

Question 19

What are the disadvantages of written communication?

Answer 19

> Direct feedback is not always possible unless electronic communication is used.
It is not easy to check if the message has been received and acted upon as with verbal messages.
the language can be difficult for some receivers to understand and if the written message is too long it may be confusing and lose the interest of the reader.
There is no opportunity for body language to be used to reinforce the message.

Question 20

What are the advantages of visual communication?

Answer 20

> It can present information in an appealing and attractive way.
A written message can be added to the chart a diagram to illustrate the point being made.

Question 21

What are the disadvantages of visual communication?

Answer 21

> There is no feedback and the sender of the message may need to use other forms of communication to check if the message has been understood.
Charts and graphs are difficult for some people to interpret.

Question 22

What are some barriers of communication?

Answer 22

> There can be problems with the sender such as the language might be too difficult to understand by the receiver/ The sender uses verbal means of communication but speak so quickly or not clearly enough/descend communication wrong message or passes it to the wrong receiver/the message might be too long and contain too much detail.

> There can be problems with the medium such as the message may be lost so the receiver does not see it/the wrong channel has been used/if the message is sent down a long chain of command the original meaning of the message may be lost/no feedback received/breakdown of the medium.

> There can be problems with the receiver such as they may not be listening or paying attention/receiver may not like or trust the sender.

> There can be problems with feedback such as being no feedback/it is received too slowly or distorted

Question 23

How to solve barriers to communication?

Answer 23

the message should not be too long
the wrong language should not be used
the message should be as clear as possible
the sender must make sure that the message should be given correctly to the receiver