Q1. What is Communication?
Ans. Exchange of information by sign and signals, speaking, writing or using some other medium and means is called communication skills.
Communication means sharing information. For communication we require:
● A Sender
● A Communication medium
● A Receiver
Q2. What are learning objective of effective communications?
Ans.
● Sending, receiving and understanding the message or information.
● Development of Interpersonal Skills.
● To express effectively with maximum efficiency.
Q3. What are the elements of communication cycle?
Ans.
● Sender: The person who wants to send the information.
● Message: The information that center wants to share with receiver or convey.
● Common Language: The common language that can be understood by the receiver and import the information.
● Communication Channel: It is the appropriate medium or channel (face to face dialogues, letters, faxes, phone calls, emails, etc.) for the delivery of information to
the receiver.
● Encoding: How the sender tools to bring the message into a form appropriate for sending.
● Receiver: The person who is able to receive information.
● Decoding: In order to interpret or understands the information the receiver decodes
the encoded information.
● Feedback: The receiver’s response to the message.
Q4. What are different methods of Communication?
OR
What are different Communication Styles?
Ans. There are four types of communication:
● Verbal communication: It is the method for using work for sharing messages to others in understandable language. Verbal Communication comprises of written or oral messages that uses words. The components that make verbal communication effective are:
● Language competency
● Vocabulary
● General awareness
● Domain knowledge
● Listening
● Non- Verbal Communication: It is a method of using anything other than words for conveying messages. It comprises of gesture and posture of the body language that support oral communication.
Spoken words only account for 7% of what a listener perceives, the speaker body language is 55% and tone used in delivery of words is 38%
● Visual Communication: It is also known as Graphic Communication. It is a method of communication relies on visual cues such as pictures, graphics for sharing messages with people. Visual images are easily memorable often leaving a lasting impression than words.
● Written Communication: It is the act of writing, typing or printing symbols like letters and numbers to convey information. It is helpful because it provides a record of information for reference. Writing is commonly used to share information through books, pamphlets, blogs, letters, memos and E-mails, SMS and more. E-mails and Chats are the common form of written communication in the workplace.
Q5. What are the advantages and disadvantage of Written Communication?
Ans.
Advantages of Written Communication
● A permanent record
● Meticulous presentation (As it is a permanent record everyone fills or write all requisites carefully and precisely.)
● Easy Circulation.
● Suitable for Statistical Data
● Promotes Goodwill.
Disadvantages of Written Communication.
● Time consuming
● Non flexible.
● No scope for clarification.
● Demands writing proficiency
● Probability of wrong interpretation.
Q6. What are the advantages and disadvantages of Verbal Communication?
Ans.
Advantages of Verbal Communication
● It’s safe time.
● It’s safe money.
● Feedback quickness.
● Most convenient method.
● Ease of preparation.
Disadvantages of Verbal Communication
● Chances of distortion in meaning.
● Not convenient for long messages.
● Irrelevant information.
● Misunderstanding.
● Communication cost( Cost for paying to intermediate, or for converting one language to another)
Q7. What are the advantages and disadvantages of Non- Verbal Communication?
Ans.
Advantages of Non Verbal Communication:
● Complementary
● Easy presentation
● Substituting
● Reducing wastage of time
Disadvantages of Nonverbal Communication:
● Vague and imprecise(Varies not only from culture and context but by the degree of intention also)
● Continuous
● Culture Bound ( Gesture seen as positive in one culture may be seen as obscene in another culture- thumb up gesture in USA)
● Multi challenge (while watching eyes hand gesture can be missed)
● Long conversations are not possible
Q8. What is Body Language?
Ans. It is an aspect of non-verbal communication where physical behaviour is used to convey information. It’s important that our body language matches our words. Body
Language includes:
● Facial expression
● Posture
● Gesture
● Touch
● The use of space
● Eye movement
It is is also known as Kinesic.
Q9. What are Do’s and Don’ts of Non-Verbal messages?
Ans.
Do’s
● Make eye contact.
● Have a firm handshake.
● Check your facial expression.
● Be natural with your gesture.
● Maintain a respective posture.
● Refrain from sending mismatched messages.
● Watch for actions that can be taken for defensiveness.
● Don’t appear disengaged.
Don’ts
● Rubbing your hands together during important meeting.
● Leaning back while meeting
● Crossing your arms during an interesting conversation.
● Not making eye contact.
● Making too much eye contact.
● Fidgeting (Making small movements of of hands and feets)
● Touching your face too often.
Q10. What are Communication barrier?
Ans. A Communication barrier is anything that prevents us from receiving and understanding the message others use to convey their information, ideas and thoughts.
Q11. What are some barriers to effective communication?
Ans. Different types of barriers
● Physical barriers: When people do not come across each other quite often and are not comfortable communicating with each other when they come across is called physical barrier.
● Language barrier: Accents and dialects of people belonging to different places differ.If one is not familiar with your language it will definitely become a barrier to communication.
● Gender barriers: Variation exists between masculine and feminine style of
communication. Women lay emphasis on politeness and empathy where as male communication is direct and straightforward.
● Attitudinal barrier:Those behaviour where one is not encouraged to speak,
disagreement and conflict dominates a kind of attitudinal barrier.
● Perceptual barrier: Interpreting messages from one’s own point of view or ideologies create perceptual barrier and creates distances among people.
● Cultural barrier: Ethnic religious and social differences can create
misunderstanding. When trying to communicate these differences can create confusion in getting or sending a message.
● Emotional barrier: Hostility ,anger, fear and other emotions make it hard to hear outside one’s own self because one is overpowered by one’s own emotion as a result people hold back from communicating their thoughts and feeling to others.
Q12. How to handle barriers to communication?
Ans.
● Engage in face to face interactions: Timely communication is of great importance and when it is face to face interaction it is supported by facial expressions, tone and inflection which makes the communication more effective and easily understandable.
● Reduce or eliminate distractions around: Noise from other people and office machines can spoil even the most pleasant interaction as it does not let you focus on the interaction.
● Try to assess the needs of the receiver: If you know what the other person wants to listen to then your communication is going to be very effective and impressive.
● Hone your active listening skills: Acknowledge what the idea thought or feeling of the other person’s is. Organise your own thoughts.
● Soften your tone and language: Maintain simple, gentle and courteous and reassuring tone so that the other person is able to have confidence in you,
understand you better to make the communication effective.
● Encourage feedback: Asking the other person if he has understood what you have spoken will establish you as a conscientious communicator.
Q13. What are the 7 C’s of communication?
Ans.
● Clear: Make the objective clear and avoid Complex words and phrases.
● Concise: Keep the communication clear and to the point avoid filler words and sentences.
● Concrete: Be specific not vague. Use facts and figures to support your message.
● Amex
● Correct: Try to avoid typos. Use correct fact and figures. Use the right level of
language.
● Coherent: Does your message make sense? Ensurance it flows logically. Avoid covering too much.
● Complete: Does the message contain everything it needs to? Include a call to action.
● Courteous: Being polite builds goodwill. Ensure message is tactful.
