Module 8

Question 1

is exchange of thoughts, ideas, information between superior and subordinate, subordinate and workers or employees. It is sharing of knowledge, information between superior to superior, subordinate to subordinate and with all members of the organization. It helps building mutual understanding and confidence and develops better coordination

Answer 1

Communication

Question 2

Characteristics of the process of Communication:

Answer 2

It involves two or more parties to complete the process of communication. Communication is a two-way process which serves the purpose of mutual understanding of the parties. It is a pervasive function. Communication is a continuous, on-going process. The flow of communication is a circular one

Question 3

Importance of Communication:

Answer 3

• Facilitates planning, organizing, leading and controlling
• Helps in decision making
• Facilitates coordination
• Improves superior-subordinate relationship or better understanding
• Helps the process of motivation and morale
• Patronizes organization change and development and
• Finally sound development of any formal or non- formal organization

Question 4

Elements of Communication

Question 5

the person who sends the ideas

Answer 5

Communicator

Question 6

The person who receives the ideas

Answer 6

Communicatee

Question 7

The act, way or the method of issuing or sending the ideas

Answer 7

Transmission

Question 8

The idea, order, advice, suggestion, observation or report which is to be communicated

Answer 8

Message

Question 9

The reaction or reply of the person to whom the message was communicated

Answer 9

Response

Question 10

The Communication Process

Question 11

Communication originates from the sender. He realizes the need for conveying something to someone else. He has a purpose of communicating some information to one or more persons.

Answer 11

The Communicator (Sender)

Question 12

Encoding means putting message into code. A message is initiated by encoding a thought. The communicator encodes the information to be transmitted and might take the form of verbal words, gestures or physical expression. The Communication Process

Answer 12

Encoding

Question 13

A message is the output of encoding the process and it must be unambiguously understood by the receiver. Message must be clear and precise

Answer 13

The Message

Question 14

The message is transmitted through the appropriate channel. The common channels include printed pages, face-to –face discussions and telephone lines. Here, proper choice of channel is vital for effective communication. The Communication Process

Answer 14

The Channel

Question 15

It refers to finding the meaning of something conveyed in code. It is the process by which the receiver interprets the message and it is very pivotal for understanding the message

Answer 15

Decoding

Question 16

Communication requires at least a couple of people, the sender and the receiver. One ‘encodes’ and the other ‘decodes’ the message. It will be complete only when the receiver perceives the message intact. The receiver must decode the message without distortion.

Answer 16

The Receiver

Question 17

It refers to the reaction of the receiver. Feedback enables the sender to know whether his message is received and interpreted correctly or not

Answer 17

Feedback

Question 18

It is the enemy of the feedback and may occur at any stage of the communication process and distort the message. It hinders proper communication.

Answer 18

Noise

Question 19

Principles of Communication

Answer 19

Clarity
Principle of attention
Consistency
Adequacy
Integration
Feedback

Question 20

The principle of clarity states that the message which is to be communicated should be clear, simple, and easy and in the language that is understood by all or common to all.

Answer 20

Clarity

Question 21

The communication is effective that draws the attention of the receiver to the message. Communication evokes action. Words are not enough. The manager can communicate and draws the attention of his subordinates by his behavior, e.g.:- he should be sincere and punctual in his office.

Answer 21

Principle of attention

Question 22

The principle of consistency states that the communication should be in accordance with the plans, policies and procedures of the organization.

Answer 22

Consistency

Question 23

According to the principle of adequacy that communication should not be incomplete, but adequate and sufficient to understand otherwise it will cause delay in action and work suffer.

Answer 23

Adequacy

Question 24

The principle of integration states that communication should achieve cooperation of all the members of the organization for fulfillment of the organizational objectives. It has to promote spirit of unity.

Answer 24

Integration

Question 25

The messages communicated to the receivers are to be checked whether they are received by the recipients or not. This is taking feedback. Feedback is essential for effective communication. Communication is a two way phenomenon and follows the process of ‘give and take’.

Answer 25

Feedback

Question 26

Barriers to Communication

Answer 26

Organization Structure
Status
Language

Question 27

Organizational hierarchy imposes a barrier for transmission of message. This is due to complex organization structure having many levels of supervisors, specialist’s staff, pretty long channels of communication between workers and top management.

Answer 27

Organization Structure

Question 28

To every position in the management hierarchy certain status is attached. Subordinates do not feel free to express their opinion or report their errors. This hampers communication. This barrier can be avoided by free flow of two way communication.

Answer 28

Status

Question 29

Language is a medium of communication. Misinterpretation of this media results into a distortion in communication.

Answer 29

Language