DATE: 8 MARCH 2021

QUIZ NO #1

COMMUNICATION SKILLS

AYESHA KHAN
BS ENGLISH (III)
SUBMITTED TO: MADAM MANSOORA
QNO#1: How will you define communication?

ANSWER: Communication:
The term “communication” has been derived from Latin word “communis” that means
“common”. Thus to communicate means “to make common” or “to make known”. people
are said to be in communication is they discuss some matter or when they talk on
telephone, or when they exchange information through letters.

Communication may be defined as interchange of thoughts, information between one

or two persons to bring about mutual understanding and desired action. It is the
information exchange by words or symbols. It is the exchange of facts, ideas and
viewpoints which bring about commeness of interest purpose and efforts.

Different critics have defined the term “communication” in different words:

Professor Rudolph F.Verderber: regards communication as “the process of creating

or sharing meaning in informal conversation; group interactions or public meeting.

American management association: defines communication as “communication is

any behavior that results in an exchange of meaning.

Peter little: defines it as “communication is the process by which information is

transmitted between individuals or organization so that an understanding response
result”

Newman and summer jr: state that “communication is an exchange of facts, ideas,
opinions or emotions by two or more persons”

Keith davis: defines as “the process of passing information and understanding from
one person to another to another. It is essentially a bridge of meaning between the
people. By using the bridge a person can safely across the river of misunderstanding”

Louis A. Allen: defines “communication is the sum of total of all things that a person
does, when he wants to create an understanding in the mind of another. It involves a
systematic and continuous process of telling, listening and understanding”

Therefore the main purpose of communication is to inform, or to bring around to a

certain points of view or to elicit action.Taking into account the above statements we
may define communication as “the process of sending and receiving information” this
communication may be between business individual, or firm, or companies on matter of
trade and commerce.
QNO#2: Define an organization?

Answer: An organization, is an entity along with a enterprise, an organization, or an

association comprising one or more human beings and having a particular motive. The
word is derived from the Greek word “organon” Various individual efforts must lead to the
achievement of common business goals. Organization is the structural framework of duties and
responsibilities required of personnel in performing various functions with a view to achieve
business goals through organization. Management tries to combine various business activities
to accomplish predetermined goals.

Present business system is very complex. The unit must be run efficiently to stay in the
competitive world of business. All efforts should be made to co-ordinate different activities for
running the units efficiently so that cost of production may be reduced and profitability of the unit
may be increased.

L.H. Haney, “Organisation is a harmonious adjustment of specialised parts for accomplishment

of some common purpose or purposes”. Organisation is the adjustment of various activities for
the attainment of common goals.

George Terry, “Organising is the establishing of effective authority relationships among

selected work, persons, and work places in order for the group to work together efficiently”.

Louis Allen, “Organization is the process of identifying and grouping work to be

performed, defining and delegating responsibility and authority and establishing
relationships for the purpose of enabling people to work most effectively together in
accomplishing objectives.”

Qno#3: What is meant by effective communication?

Communication is always result oriented. The ultimate objective of communication is the
satisfaction of communicator or communicate. Thus, the communication that produces
desired results to both, the sender and the receiver, is called effective communication.

Conveying a message effectively is an art as well as a skill developed after continuous

practice and experience. The predetermined set of skills required for an influential
communication process are as follows:

 Observance

 Clarity and Brevity

 Listening and Understanding

 Emotional Intelligence

 Non-Verbal Communication
  Selection of the Right Medium

 Providing Feedback

Characteristics of effective communication

 Clear Message

 Correct Message

 Complete Message

 Precise Message

 Reliability

 Consideration of the Recipient

 Sender’s Courtesy

Qno#4: What is the role of communication in management of

communication?

Communication:
Communication and management are closely linked. Communication refers to the
process by which information is exchanged between two or more people. Each of the
management roles planning, organizing, leading, and controlling depends on effective
communication.

The Role of Communication in Management

The role of management is to accomplish the goals of an organization. To do this,
managers create a plan that defines what needs to be done, when it will be done, and
how it will be done. To implement the plan, managers must convey this information to
everyone in the organization. That is, they must communicate the plan to members of
the organization. Following are some of the benefits of effective communication.

 Provides clarity. Confusion, uncertainty, and ambiguity make people

uncomfortable and uncooperative. Making roles, responsibilities, and
relationships clear gives everyone the information they need to do their jobs and
to understand their contributions to the organization.
  Builds Relationships. A culture that promotes open communication reduces
tension between hierarchical levels of employees, both professionally and
socially.

 Creates commitment. Effective communication involves not only sending

information but also receiving it. By listening to employees’ concerns, allowing
them to have input on their work and their workplace, and giving consideration to
their suggestions.

 Defines expectations. When people are uncertain about what is expected of

them and how they will be evaluated, they can’t do their jobs well.

These are just a few of the many benefits that come from effective
communications. Managers can only reach organizational goals.

Qno#5: What are features of successful communication?

Following are some features of successful communication:

Clear.
To be clear, try to minimize the number of ideas in each sentence. Make sure that it’s
easy for your reader to understand your meaning. People shouldn’t have to “read
between the lines” and make assumptions on their own to understand what you’re trying
to say.
Concise
When you’re concise in your communication, you stick to the point and keep it brief.
Your audience doesn’t want to read six sentences when you could communicate your
message in three.

Correct
When your communication is correct, it fits your audience. And correct communication
is also error-free communication.

Coherent
When your communication is coherent, it’s logical. All points are connected and relevant
to the main topic, and the tone and flow of the text is consistent.

Complete
In a complete message, the audience has everything they need to be informed and, if
applicable, take action.

Courteous
Courteous communication is friendly, open, and honest. There are no hidden insults or
passive-aggressive tones. You keep your reader’s viewpoint in mind, and you’re
empathetic to their needs.

Qno#6: What is the purpose of communication?

Purpose of communication:
The goal of communication is to convey information and the understanding of that
information from one person or group to another person or group.
This communication process is divided into three basic components: A sender
transmits a message through a channel to the receiver.

Following are some common purpose of communication:

 For informing
 For evaluation
 For directive
 For influencing
 For image projecting
 For orientation
 For instructive
 For integration

Qno#7: Discuss the different situations when the communication exists?

THE COMMUNICATION SITUATION

The communication situation is said to exist when

• There is a person (sender/transmitter) who wants to pass some information;

• There is another person (receiver) to whom the information is to be passed on;

The receiver partly or wholly understands the message or information passed on to him;

• The receiver responds to the message or gives feedback.

These four components are essential for communication.

Qno#8: Communication is an exchange of facts, ideas, opinions and
discuss the role of feed back in communication?
Communication is the exchange and flow of information, fact, opinion or ideas from one
person to another. It involves a sender transmitting the message or feeling to a receiver.
The next step is to encode the message in such a language that is understandable by
the receiver. After the message is encoded, it is transmitted through a proper channel or
medium, such as pictures, fax, text message, and verbal or by actions. Effective
communication occurs only if the receiver understands the exact information or idea that
the sender intended to transmit. In businesses, a boss orders an employee to do a
specific task. All of this is an exchange of facts, ideas, opinions and emotions between
two living breathing beings.

 Communication contributes enormously to the success or failure of every firm. The

working of inter-personal relationships in organizations is possible only through
communication.

Feed back:
Business communication can be internal when it is directed to persons within the
organization such as superiors, co-workers or subordinates. Business communication
can be external when directed to customers, suppliers, government, public etc. The
return of communication from the receiver to the sender is known as feedback. It is the
response, reaction or reply to the message received. It is always directed towards the
sender. This completes the cycle of communication. Thus, in feedback, the receiver
sends his reply or response to the sender, indicating that he has understood the
message received

Qno#9: “Communication is a two way process”. Explain?

Communication is to the business organization what electrical Current is to a wiring
system. Communication is the activating force. The wires in an electrical system are in
and of themselves inert objects, their chief function being to carry the current, which in
turns operates the electrical appliance at the receiving end of the system. In the same
manner the act of communication activates the business organization.

Why Communication is the two way process: 

 With an effective communication system or mechanism, an organization can
have an effective management. Effective communication system is important to
 implement policies and objectives of the organization as well as it also helps in
understanding the nature and behavior of people in work. 
 Management communication is a two way process. It means that the
management must allow management and their subordinates to express or
convey their feelings, thoughts, ideas, facts, complaints, etc. with each other. 
 Communication system or process not only with a orders and instructions to staff
manager for the privilege of communicating organizational objectives in the
direction of the organization, but also for employees and a management
approach should be empowered to communicate their grievances, complaints,
ideas, facts, tips, etc., in response to the orders or instructions from management
can be or in the interest of organization, contributing to the attainment of its
objectives. 
 The two-way traffic is beneficial to both management and employees. Managers,
very often like to listen them and their subordinates must follow their orders and
instructions.
 A communication can be interpreted by the recipient, by the image of the
communicator in recipient’s mind. If the image of communicator is not good, the
originality of the message can be distorted and interpreted differently.
 Thus, organizational system allows two-way traffic to improve the morale of the
workers because they think they have a say in management, and building
systems to improve the functioning of the organization.

Qno#10: What is meant by flow of communication?

Flow of communication:
Communication takes place at different levels and in different directions. Flow of
communication refers to the direction in which communication travels within an
organization. The flow may be:

1. Upward
2. Downward
3. Horizontal
4. Diagonal

Downward communication

when leaders and managers share information with lower-level employees, it’s

called downward, or top-down communication. In other words, communication from
superiors to subordinates in a chain of command is a downward communication.

Upward communication is the transmission of information from lower levels of an

organization to higher ones; the most common situation is employees communicating
with managers. Managers who encourage upward communication foster cooperation,
gain support, and reduce frustration among their employees.

Horizontal communication, also called lateral communication, involves the flow of

messages between individuals and groups on the same level of an organization, as
opposed to up or down. Sharing information, solving problems, and collaborating
horizontally is often more timely, direct, and efficient than up or down communication,
since it occurs directly between people working in the same environment. 

Diagonal communication is the sharing of information among different structural levels

within a business. This kind of communication flow is increasingly the norm in
organizations, since it can maximize the efficiency of information exchange. Diagonal
communication routes are the straight lines that speed communications directly to their
recipients, at the moment communication is necessary.