Questions about chapter 1,2,19 of communication to bussiness

 Chapter 1: Bussiness communication basics

1. What is communication?

Communication is defined as giving or receiving or exchanging information,opinions or ideas by

writing,speech or visual means , so that the message is understood completely by the recipient(s)

2. What are the benefits of effective communication?

Benefits of effective communication include:

 Stronger decision-making and problem-solving

 Upturn in productivity

 Enhanced professional image

 Clearer, more streamlined workflow

3. What are the main channels of communication

The main methods of communication are oral and written forms.

4. What are the types of communication?

Types of communication are internal and external communication.

5. Give examples about oral channels internally and externally

Oral communication examples are listed below:

Internal oral communication External oral communication

 Messages  Teleconference

 Face-to-face discussion  Conversation

 Presentation  Seminar

 meeting/conference  videoconference

6. Give examples about written channels of coomunication internally and externally

Written communication examples are listed below:

Written internal communication Written external communication

 Memo  Report  advertisement  invitation

 Staff newsletter  E-mail  Leaflet  Fax

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 7. Discuss and list some of the factors that affect the channels of communication

Choosing the channel of communication depends on the following factors:

 Cost: how much communication will cost in terms of the results expected.

 Time of the day : this is particularly important when communicating with overseas countries.

 Resources: consider the equipment and staff available (sender and recipient).

 Confidentiality: e-mail or fax may not be appropriate

8. What is the best time to use these channels (means) of communication:

I. Written communication

II. Oral coomunication and

III. Electronic communication

The table below summerizes the different channels of communication and the best time to us

Use written channels when: Use oral channels when: Use electronic channels when:

 You do not need an  You need an immediate  Speed is important

immediate response response

 Your message has no  You do not need a  Time zones differ

emotional factor permanent record

 You have a big,  Your message is fairly  You are physically

widespread audience simple separated from you
audience

9. List and discuss some of the barriers of communication

Some of the barriers of communication include:

 Language: Choice of words is vital to the effectiveness of any communication. Many words have
different meanings. Our background knowledge and experience affect our understanding.

 Relationships : If relationships between people are not good, communi cation may fail to be
effective or may break down altogether.

 Emotional responses: Communication cannot succeed if a person is highly emotional about

the topic concerned.

 Listening: Anyone who has something valid to say deserves attention. Listening, however, is a skill.
Careful concentration is demanded if a communication is to be understood.

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 10. What are the three ways that communication flows?

The three ways communication flows are:

 Vertical communication: Vertical communication moves between individuals at different levels in

an organi sation. This is probably the most frequent form of communication.

 Horizontal communication: Horizontal communication occurs between people of the same status –
sales staff, departmental heads, directors, supervisors.

 Diagonal communication : Diagonal communication takes place between people who work in
different departments and at different levels within an organisation

11. What is grapeviene? And state it`s effect in an organization.

This term describes an unofficial communication system which is constantly changing.

An active grapevine can cause much damage to an organisation by spreading incomplete, false
or exaggerated information.

12. State some of the things that can help you to communicate effectively with different cultures

Some of these things include:

 Show respect . Learn how respect is communicated in different cultures (gestures, eye contact,
symbols, signs, etc.).

 Do not pre-judge. Accept differences without judging, and learn to listen.

 Be open-minded. Accept that you may have to change your habits or mindset when
communicating across cultures.

 Be patient. Sometimes persistence will be necessary when communicating with someone from a
different culture.

13. What are the seven steps for an effective communication

the seven steps for an effective communication include:

I. What and why? : consider what is the objective of your communication and why you have to communicate
the message.

II. Select channel : consider what channel (or means) of communication would be appropriate.

III. Select encoding technique : Encoding is choosing the manner in which we send our message ie. Language.

IV. Consider barriers : consider all possible barriers that may influence the understanding of the message.

V. Send message : Having considered all these aspects, you may now send your message

VI. Check for understanding : it is important to check whether the recipient has understood the message as
you intended

VII. Obtain feedback from recipient : you must obtain feedback from the recipient so that you know if your
communication has been effective.

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 Chapter 2: Speaking, listening and non-verbal communication
1. WHY ARE COMMUNICATION SKILLS IMPORTANT?

Communication skill are important to:

 To secure an interview. You will need good communication skills to make sure your
application letter is read and acted upon.

 To get the job. You will need to communicate well during your interview if you are to sell
yourself and get the job you want.

 To advance in your career. Employers want staff who can think for themselves, use
initiative and solve problems, staff who are interested in the long-term success of the
company.

2. State some oral communications at workplace

Oral communication can be:

I. a private discussion

II. a conversation over lunch

III. a gossip in the lift

IV. a telephone conversation

3. state some of the barriers to good listening

barriers to good listening include:

 Pre-judgement : Most people function in life through some basic principles and
assumptions, so some listeners jump to conclusions or close their mind to new information
on anything that does not agree with their beliefs.

 Selfishness : Some people prefer not to listen but to take control of conversations.

 Selective listening : Selective listeners let their minds drift around all over the place .

4. What is the difference between a good listener and a bad listener?

The table below summerizes the difference b/w bad and good listeners

Bad listener Good listener

 is easily distracted  makes the most of the opportunity

 daydreams  fights distractions

 tends to argue  interrupts only to clarify

 reacts to emotions  uses body language to show attention

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5. state some Techniques for effective listening

techniques for effective listening include:

 Prepare to listen. Clear your mind so that your attention is assured.

 Avoid pre-judgement. Do not pre-judge the speaker because of appearance or occupation,

and do not jump to any conclusions before hearing what is said.

 Be open-minded. Appreciate the speaker’s point of view and accept that it may not
necessarily agree with your own.

 Judge content, not delivery. Appraise the content instead of the speaker. Consider the main
points and ask if they make sense.

6. State some of the non-verbal communication

Non-verbal communication include:

 Posture

 Facial expressions

 Gestures

 Eye contact

 Touching

7. How to improve your non-verbal communication skills

Here are some ways in which you can improve your non-verbal communication skills:

 Be honest, especially when communicating emotions

 Use a firm, friendly handshake when meeting new people.

 Maintain eye contact with your entire audience.

 Use appropriate gestures to support your points.

 Show respect for speakers and listeners.

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 Chapter 19: Job Interviews
1. What is a job interview?

Job interview is a formal conversation between an employer and a job seeker conducted to
assess the job seeker`s qualifications

2. List and discuss some of the common types of interviews.

Common Types of interviews are:

 Structured: A structured interview follows a set sequence of questions, allowing the interview
team to compare answers from all candidates.

 Open-ended : In an open-ended interview, the interviewer adapts the line of questioning

based on your responses and questions.

 Panel : In a panel interview, you meet with several interviewers at once

 Group : in a group interview you and several other candidates meet with one or more
interviewers at once.

 Behavioural : In a behavioral interview, you are asked to describe how you handled situations
from your past.

 Situationa l: A situational interview focuses on how you would handle various hypothetical
situations on the job.

 Working : In a working interview, you actually perform work-related tasks

 Stress: it is set up to see how well a candidate handles stressful situations, such as long periods
of silence, criticisms of your appearance, deliberate interruptions, and abrupt or even hostile
reactions by the interviewer.

3. List some of the interview media

the interview media include:

 telephone

 e-mail

 video and

 online interview

4. state some of the things employers look in an interview

the things employers look in an interview are:

 education

 work experience

 job-related traits

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  background

 attitude and

 personal style

5. how to prepare for a job interview?

To prepare for an interview, you have to:

 Learn about the organization

 Planning for the employer`s questions

 Thinking ahead about questions

 Boosting your confidence

 Presenting a professional image

 Being ready when you arrive

 Dress well

6. State types of messages after an interview

types of messages after an interview are:

 follow-up messages

 message of inquiry

 request for a time extension

7. what are follow-up messages?

These are messages you send to someone that you had a previous contact with.

THE END