Question 1) As a speaker you are addressing a group of people.

Explain the elements

involved in this communication.

a) Key elements of communication.

Ans :-
Sender or encoder :-This is the person who transmits a message .for example ,a
manager writing a letter to a consultant after a meeting or a sales manager making a
presentation to the sales team .here the manager is the sender.
Receiver or decoder :-The person who notices and decodes ,or attaches some meaning
to a message. decoding may not always be accurate and a wrong meaning may be
attached to a message.
Message :-This is any signal that triggers the response of a receiver, message may be
intentional or unintentional.
Channel :-This refers to the medium or the method used to deliver the message.
Feedback :-most communication is two-way. receivers generally respond to messages
.for example, students may ask question during a lecture session and an employer may
tell an employee that he has to think about his proposal. This response to a senders
message is called feedback. And this kind of feedback is oral. Some times feedback also
be given in a written form,, and due to the element of feedback people are
simultaneously senders and receivers of information in face to face communication.
Context :-This refers to the setting in which the communication takes place and could
sometimes determine the success or failure of the communication. Context can be
classified in to following four types:-
1)physical context:-
This refers to the physical surroundings. For example a work of social environment in which the
communication takes place
2) social context:-
This refers to the relationship between the sender and the receiver for example our promotion is likely
to be received diffrently, depending on how we get along with our boss and whether we are personal
friends or not.
3) chronological context:-
This refers to this refers to the time related factors that could influence the communication
4) cultural context:-
This refers to the similarity of backgrounds between the sender and the receiver, such as age, language,
nationality, religion and gender. These factors could influence the communication favorably or
unfavorably.
Each of these key elements co tributes to the success of the communication.


Question 2 ) Describe any situation in your own experience where the communication
failed because the listening was faulty. Identify the barrier to listening in this situation.



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b) Identifying and explaining the barrier.

Ans :- communication fails when the message received is not identical to the massage that is sent.
Several factors could interfere with the exchange of messages and in these noise refers to all these
factors that disrupt the communication.
Barriers to communication
1) Environmental barriers:-
An environmental barrier could be in the form of distracting sounds, an overcrowded room poor facilities
and acoustics , all of which may hinder the ability to listen to and understand the message.
1) Individuals barrerrs:-
A major barrier to interpersonnal communication is a tendency to judge,evaluate, approve, or
disapprove the views of another person. This happens particularly in situations where we have
strong feelings about something.
3) organisational barriers:-
in that type pf barreres where there are multiole layers , message may have to pass through
many levela before the finally reach the receiver. Each llevel may add to modify or completely
change the message.
4) Channel barriers:-
Wrong choice of channel is one of the main barriers to communication , using a wrong medium
of advertising, or conveying a message orally when written letter would be more appropriate.
5) Linguistic and cultural barriers:-
When sender of the messages uses a language that the receiver does not understand, means
communication will not succeed. Either the sender may be using a different or foreign language
or the language used may be too highly technical for the receiver to understand. Linguistic
barriers may also occure in cross cultural advertising and distort communication. For ex:- many
accidents have happened in air because the piolet who is of foreign origin , has not followed
properly the directions given by the air traffic controller who speaks indianised english.
6) Semantic barriers:-
The words semantic s refers to the meaning of words and the way in which they are used. For
example different words may have different cultures.
7)Non verbal barriers:-
This refers to the non verbal communication that goes with the particular message. Non verbal
communication includes tone of voice, body language, such as gestures and facial expressions
etc.
For example-if we meet a long lost friend and say I am delighted to meet you but if it in a sad
tone of voice the exact opposite message will be conveyed.

Question 3) Describe any 5 types of presentations with examples and their target
audience.



a) 5 types of presentations.

Ans :-
Introduction
Training
Product presentation
Project proposal
Policy proposal

b) Identifying target audience and example.

Ans :-


Types of presentation Example Audience
Introduction Overview of the company New employees
Training How to operate a new
software
Employees
Product presentation Highlighting features of a
new product
Consumers
Project proposal New project undertaken
by the company
Bankers

Policy proposal New mobile phone
expense reimbursement
policy
superiors


Question 4) Explain the different types of meetings

a) Types of meetings.

Ans :-
a meeting is any focused conversation that ha specific agenda. Meetings are not aimless
discussions, but they require careful and revolve around a specific topic that is decided in advance.
There are different categories of business meetings-
1) Task oriented meetings :-
This type of is meeting is a special meeting that is called to discuss and make arrangements
for a specific event. For example- the company is opening a new branch, or new factory, which
will be inaugurated by a minister on a specific date. All the key people involved may be asked
to attend the meeting, to discuss the arrangement that are being made for the inauguration.
Specific tasks are assigned to each of the participants of the meetings.
2) Progress meetings:-
these are periodic meetings that are called to review the progress being made on a particular
front. For example- weekly meetings may be held to review sales progress or if a new project
has been initiated periodic meetings may be held to review the progress of different stages of
the project.
3) Information sharing meetings:-
Such meetings may take place among co-workers or may also involve the management. For
example:-
The managing director of a company may call his senior managers to share information
about the companys joint ventures , overseas collaborations or plans for acquisitions.
A weekly meeting of of top executives may be held to discuss the activities of the
companys international devisions.
The members of the research and development department may meet regularly to
compare notes on the results of their research efforts.

4) Problem solving or decisions making meetings:-
This type of meeting is the most challenging, as it involves taking some kind of action, making
major decisions or changing the existing policies and procedures. Therefore all interests and
departments of the organisation are represented at such meetings. They also tend to be time
consuming. for Example:- the marketing strategy of the company may need to be revised , as
sales are on the decline or a new product is to be launched and a meeting may be called to
discuss the launch strategy.
As problem solving meetings are the most complicated type of meetings the guidelines offered
in this unit are more relevant to these meetings


Question 5 ) You are going to face a job interview for the post of Manager-operations.
Which aspects you will keep in mind while facing the interview?


a) Aspects to be kept in mind during job interview.

Ans :-
Opening formalities :-since it is important to create a good first impression
,the way you greet and introduce yourself is important .
Non verbal communication :-it was emphasized that in face-to-face
communication,non-nerbal cues can enhance communication and convey a
positive message.apart from a firm handshake and erect posture,your non-
verbal behabiour should indicate that you are confident and attentive to what
the interviwer is saying.
Group interviews :-a group interview is one where a panel of interviewers
interview a single applicant.the group may comprise people from different
functional areas in the organizations.
Two way interview :-although the applicants task is prilimarily to listen and
the interviewers job is primarily to ask questions,it is in the hands of the
applicant to make the communication a two-way process.
Honesty and humility :-it is important to be honest and to avoid giving vague
to a particular question or beatin around the bush.
Positive answers :-do not speak ill of your previous employees.if asked about
your previous experiences,you may give honest feedback.
Salary discussion :-any discussion on salary should be initiated by the
interviwer and not by the interviewee,especially during the initial interview.
Closing the interview :-how you close the interview is as important and how
you open it.normally ,the interviewer gives a signal when the interview is over.


Question 6) Write short notes on:.

a) meaning and benefits of internet.

1. Ans :- A global computer network providing a variety of information and
communication facilities, consisting of interconnected networks using
standardized communication protocols.
Emails are widely used in business communication instead of face to face
communication.

b) Meaning and benefits of intranet.




Ans :- An intranet is a communication network that operates on an internal network
that is exclusive to a particular organization.this means that only the employees of an
organization have the authority to access it.this is as opposed to an extranet which is
also an internal or private website.
Although the intranet is better suited for large organisations where distribuation information is
an enormous task., a number of smaller companies today are also using this form of internal
communication. In simple language we can say that an intranet is a tool for distribuating and
sharing information of different types within the company. For ex:- weekly reports, goals human
resources related information such as emoloyees benefits and declared holidays , interactive
forms , vaccation requests , supply orders, company policies and even memos and notices can
be posted on the intranet.
Benefits of intranet:-
Discourage grapevin :-
Grapevine or the informal communication network, although useful , leads to rumours , when
employees are misinformed , they became dissatisfied and demotivated, using the intranet as
an official channel to post information for all employees to discourages gossipand avoids
creating transparency gap.
Facilitates pre-meeting discussion:-
the intranet can be used to discuss and debate ideas prior to meeting , so that valuable
meeting time spent focusing only on relevant ideas.
Saves time:-
The intranet is paper less communication and is therefore is a big time saver. A lot of
unnecessary time on filling out forms,leave requests , supply orders etc. can be saved by
doing this through the intranet.
Is superior to e-mail:-
Sending some types of information through e-mail can sometime create confusion and
information overload. So the intranet allows us a central location where you could save
your most recent time