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Q1. Communication is the lifeblood of a business organisation. Explain the role of Communication in Business. What are the various barriers to Communication? Communication is a process whereby the meaning is defined and shared between living and organisms. Role of Communication in Business Importance of communication for manager and employee relations: Effective communication of information and decision is an essential component for management-employee relations. The manager cannot get the work done from employees unless they are communicated effectively of what he wants to be done. He should also be sure of some basic facts such as how to communicate and what results can be expected from that communication. Most of management problems arise because of lack of effective communication. Chances of misunderstanding and mis-representation can be minimized with proper communication system. For motivation and employee morale: Communication is also a basic tool for motivation, which can improve the morale of the employees in an organization. Inappropriate or faulty communication among employees or between manager and his subordinates is the major cause of conflict and low morale at work. Manager should clarify to employees about what is to be done, how well they are doing, and what could be done for better performance, to improve their motivation. He can prepare a written statement, clearly outlining the relationship between company objectives and personal objectives, and integrating the interest of the two. For increased productivity: With effective communication, you can maintain a good human relation in the organization and by encouraging ideas or suggestions from employees or workers and implementing them whenever possible, you can also increase production at low cost. For employees: It is through the communication that employees submit their work reports, comments, grievances and suggestions to their seniors or management. Organization should have effective and speedy communication policy and procedures to avoid delays, misunderstandings, confusion or distortions of facts and to establish harmony among all the concerned people and departments. Barrier to Communication 1. Language barrier Different languages, vocabulary, accent, dialect represent national or regional barriers. Semantic gaps are words having similar pronunciation, but multiple meanings like- round; badly expressed message, wrong interpretation and inexpert assumptions. The use of difficult or inappropriate words/ poorly explained or misunderstood messages can result in confusion. 2. Cultural barriers Age, education, gender, social status, economic position, cultural background, temperament, health, beauty, popularity, religion, political belief, ethics, values, motives, assumptions, aspirations, rules/regulations, standards, priorities can separate one person from another and create a barrier. 3. Individual barrier It may be a result of an individual's perceptual and personal discomfort. Even when two persons have experienced the same event their mental perception may/may not be identical, which acts as a barrier. Style, selective perception, halo effect, poor attention and retention, defensiveness, close mindedness, insufficient filtration are the Individual or Psychological barrier. 4. Organizational barrier It includes poor organization's culture, climate, stringent rules, regulations, status, relationship, complexity, inadequate facilities/ opportunities of growth and improvement; whereas, the nature of the internal and external environment like large working areas physically separated from others, poor lighting, staff shortage, outdated equipment and background noise are physical organizational barriers. 5. Interpersonal barrier Barriers from employers are lack of trust in employees, lack of knowledge of non-verbal clues like facial expression, body language, gestures, postures, eye contact, different experiences, shortage of time for employees, no consideration for employee needs, wish to capture authority, fear of losing power of control, bypassing and informational overloading, while barriers from employees include, lack of motivation, lack of co-operation, trust, fear of penalty and poor relationship with the employer. 6. Attitudinal barrier It comes about as a result of problems with staff in the organization. Limitation in physical and mental ability, intelligence, understanding, pre-conceived notions, and distrusted source divides the attention and create a mechanical barrier, which affect the attitude and opinion. 7. Channel barrier If the length of the communication is long, or the medium selected is inappropriate, the communication might break up. It can also be a result of the inter-personal conflicts between the sender and receiver, lack of interest to communicate, information sharing or access problems, which can hamper the channel and affect the clarity, accuracy and effectiveness. Q2. Writing effectively is a skill, which can be learnt and perfected. Explain the general principles of Effective writing. What are the various techniques to improve your writing skills? 1. Economy and efficiency In the first place, written communication is economical. A letter can do a better job at a less cost. A long distance trunk call has got to be brief because as the minutes tick away, the charges grow; and it is not always made unless urgent and unavoidable. A telegram is telegram where every word costs. The message is cut down to size to minimize the cost, perhaps even at the expense of clarity! A letter can be written at the convenience of the writer and read at the convenience of the receiver. Not so a telephone call, which comes at any time of the day and annoys the receiver by interrupting him when he is busy, or disturbing him when he is relaxing or enjoying his luncheon! For thanking the customer of his order or informing of the delay or conveying any matter, which is not urgent, a simple post card or a letter is considered an efficient means of communication. 2. Accuracy In business, all messages are not brief. A long and intricate message cannot be given over the telephone. It is quite likely a word or phrase may be misheard, a figure may be transposed, and a date or address may be incorrectly received at the other end. For these reasons you cannot reply upon telephone conversation. But a carefully written letter ensures accuracy.
8. It requires a good sense of grammar and tense 9. It is written only in English or in any other language that is approved by the organization 10. The vocabulary used and style followed are of high standards.
Q4. A good structured report helps the management to take vital decisions in an organised manner. Describe the structure and the steps involved in writing a good report Structure of Report While report writing, we need to know how the structure of a formal report would look like. You should remember that a good formal report should be well planned and the content of the report be organized in such a way that the reader can understand the message clearly. As information needs to be accurate and up-dated, data collected must be properly organized for further
Q5. Different purposes of reading require different methods of reading. Describe the various ways of reading. What are the techniques that you can use to improve your reading? Types of Reading Reading entails active mental involvement of the reader with the written work. While reading, you are constantly and automatically relating the meaning of the written work with what you already know. Your mind subconsciously looks for similarities, parallels, applications, comparisons and contrasts with your existing knowledge and memory bank. This helps you to assimilate and retain the new information you have gathered from your reading. The types or ways of reading can be broadly classified into the following five categories: 1. Scanning: It is the fastest type of reading. We use this method when we wish to find some specific information about something in a hurry. We quickly glance through the text, move our eyes quickly over the pages to look for relevant words or phrases that would give us the required information or lead us to it. This method is usually used for reading particular lists, sentences, paragraphs, passages, or chapters to locate specific information or facts related to your query on a particular topic or subject. While scanning, you do not actually read the material very carefully. You just move your eyes rapidly back and forth, or up and down the matter till you find the information you are seeking; e.g., if you wish to find out your result from the score sheet displayed on the notice board, your eyes will travel over the whole sheet till you find your name and roll number. You will definitely not read all the names on the sheet. Scanning is also used when you want to determine whether a particular written material will help you in finding the information you want. When you become an expert in scanning, you will see and observe nothing apart from what is relevant to the information you are seeking. 2. Skimming or previewing: In this type of reading, your eyes will go through the whole material stopping at select portions, but you will not read everything in detail. This type of reading is done to get the main idea of a written work, or to quickly revise what one has already read. Students often skim through their course work on the day of the examination. Busy people usually use this method to go through newspapers, magazines or office reports etc. They read the main point and headlines, make a quick survey of the text to get the main idea, skip the detail and infer the whole from the little that they read. Skimming or previewing before detailed reading is like the trailer or promo of a movie. It gives you a fair idea of what to expect i.e., you can make a prediction about what sort of text it is likely to be. If you wish to buy a book you will skim through it to get a preview. You will observe the textual organizers, go through the introduction and preface, read a few random passages, and then decide whether you wish to buy it or not. 3. Extensive or supplementary reading: This type of reading is usually done for pleasure and enjoyment, or when one is not under pressure to learn or retain the textual content. It is also known as light reading. There is no time constraint. You can read at your own leisurely pace. This method is used for reading novels, poetry or stories etc. It does not generally require detailed or word to word study of the text. You are also not under compulsion to concentrate. However, you are likely to be quite focused because your interest level is likely to be very high. 4. Intensive or detailed reading: This is the slowest and the most focused because your interest level is likely to be very high. focused type of reading. The purpose usually is to read, comprehend and retain as much as you can. This type of reading is done for academic or professional learning, analysis, problem solving and research etc. Editing, proof reading and correction of text are also done by using this method. Every word is read carefully with the aim of observing language and deriving thorough interpretation and retention from it. 5. Vocalized or sub vocalized reading: Most of our reading is done silently. It is the natural way of reading and is ideal for comprehension. Reading aloud can decrease reading speed and comprehension because while doing so, our concentration is divided between reading and speaking. This makes reading difficult and may cause problems in understanding the matter. Loud reading should be avoided unless absolutely necessary. The following table will serve as a guideline for doing so. Purpose of Reading Type of Reading To acquire specific information Scanning To get an overview or preview Skimming To learn and for research Intensive reading For pleasure Extensive Reading Techniques for Effective Reading Reading is a passive skill, but the act of reading is active and dynamic. Reading is passive in the sense that the reader is not actively using the elements of language to create meaningful communication. When you read something you act as the receiver of language created by someone else. Even when you read something you wrote yourself, you are a passive recipient.