undefined | unit 3 group communication

Unit -3

Group Communication

Q-1 What is communication?

A-1 The word Communication is of Latin origin, derived from the Latin word ‘communicare' which means to share or exchange information ideas, emotions, etc. In short, communication is an process of transferring information, views or emotions from one person to another.

Q-2 Describe the process of communication.

A-2 The process of communication consists of the following steps or stages:

 Message:

This is the background step to the process of communication; which, by forming the subject matter of communication necessitates the start of a communication process. The message might be a factor an idea, or a request or a suggestion, or an order or a grievance.

 Sender:

The actual process of communication is initiated at the hands of the sender; who takes steps to send the message to the recipient.

 Encoding:

Encoding means giving a form and meaning to the message through expressing it into – words, symbol, gestures, graph, drawings etc.

 Medium:

It refers to the method or channel, through which the message is to be conveyed to the recipient. For example, an oral communication might be made through a peon or over the telephone etc.; while a written communication might be routed through a letter or a notice displayed on the notice board etc.

 Recipient (or the Receiver):

Technically, a communication is complete, only when it comes to the knowledge of the intended person i.e. the recipient or the receiver.

 Decoding:

Decoding means the interpretation of the message by the recipient – with a view to getting the meaning of the message, as per the intentions of the sender. It is at this stage in the communication process, that communication is philosophically defined as, ‘the transmission of understanding.’

(vii) Feedback:

To complete the communication process, sending feedback to communication, by the recipient to the sender is imperative. ‘Feedback’ implies the reaction or response of the recipient to the message, comprised in the communication.

In all , communication is a circular process, as illustrated, by means of the following circular diagram:

Communication as Circular Process

Fig.1 Process of Communication.

Q-3 Explain in detail the barriers to communication.

A-3. The term 'barrier' means hurdles, hindrance and obstacles. Thus barrier to communication means hindrances/ obstacles in the way of transmitting message from sender to the receiver. All these barriers which may affect effective communication are classified as under:

Physical Barriers

Semantic Barriers

Organizational barriers

Socio-Psychological barriers

Interpersonal barriers

11.Physical barriers: Physical Barriers refer to the inferences in communication in the environment where communication takes place. These physical barriers are:

Noise: Communication may be hindered due to inference of someone/ something due to the cracking voice on phones/ failure of electricity, defect in computers, or other electronic devices. In the business world for such obstructions the term ' noise' is used.

Environment: The barriers like the distance between two departments, poor lighting and climatic conditions also affect communication.

Defects of channel, medium & media: Message overloading is common thing in the world of business. It causes congestion in network.

Inadequate facilities: Lack of modern technological devices like phone, e-mail, internet also work as barrier to effective communication.

2. Semantic Barriers. Semantic barriers are obstructions caused in the process of receiving/ understanding the message during encoding & decoding ideas& words. This may lead to miscommunication & misunderstanding.

3. Organizational barriers: All internal barriers which arise out of organizational policies, culture, rules and regulations are called organizational barriers. Restricted environment, Multiple channels, closed communication climate are such barriers.

4. Socio-Psychological barriers: The social barriers as status consciousness, closed mind set, etc hinder the process of communication. Some psychological barriers are attitudes & opinions, Moods/emotions and resistance to change.

5. Interpersonal barriers: Interpersonal barriers also block communication. These barriers are of two kinds: Inefficiency in communication, negative aspect nurturing in the climate.

Q-4 Write a short note of IPA ( International Phonetic Alphabet)

A-4 The International Phonetic Alphabet (IPA) is a system of phonetic notation devised by linguists to accurately and uniquely represent each of the wide variety of sounds (phones or phonemes) used in spoken human language. Uses:

The IPA is used in dictionaries to indicate the pronunciation of words.

The IPA has often been used as a basis for creating new writing systems for previously unwritten languages.

The IPA is used in some foreign language text books and phrase books to transcribe the sounds of languages which are written with non-Latin alphabets. It is also used by non-native speakers of English when learning to speak English.

Q-5 What do understand by Formal Speaking before peers?

A-5 Formal Speaking with Peers go a long way in building confidence among students. It helps to inculcate the basics for communication. After the completion of a project the students make presentation in their classroom which provides an opportunity to share their views with their peers and also expand their understanding. Moreover, through presentation before peer the student presenter is able to inform and persuade his peers. Such presentation are beneficial as they make the student eloquent and alert.

Q-6 What do mean by Official letters?

A-6 Official letters are written by individuals, private organizations and government agencies to government organization like Ministry, Banks, government run institutions and industries etc.

Q-7 What do you mean by Report?

A-7 A report is a piece of factual writing based on evidences, containing organized information on a particular topic and analysis of that particular topic. It is formal and written for a specific purpose & audience. It discussed a given topic in depth and contains conclusions and recommendations if required. Reports are written either to inform or persuade people as well as to initiate a change.

Q-8 Discuss the significance of report.

A-8 The following list gives an idea of important reports and report writing are to the organization and the individuals.

A report conveys the efficiency of the professionals to carry out their assignments.

Reports are used as a tool for decision making & problem-solving in organization.

Reports help authorities in planning new ventures and in evaluating men & material.

Reports are necessary means of information dissemination within & outside the organization.

Reports serve as a scale of the growth, progress, or success of an organization.

Reports serve as a valuable repository of information for an organization as well as individual.

Reports reveal gaps in thinking of reader and report writer.

Reports develop specific skills, such as the ability to organize, to evaluate, and to communicate with higher accuracy.

Q-9 Emails are very fast means of communication. Discuss.

A-9 Email stands for electronic mail. It refers to message sent over computer or a digital messa sent through an internet connection. Email includes everything from causal notes to friends, offices, and multimedia presentations across the world. Till the 1970’s Email was called computer based messaging system (CBMS). In the year 1974 the Western Union first registered the trademark “ Electronic Mail” ( E-mail) as communication transmitted through computers.

Today email are preferred to the traditional means of communication because these are easy, prompt and fast to use. In official communication, in an email message of few words, people attach large files of data, the posts, along with detailed proposals. It is cheap, as it saves paper and is promoted in most organizations as a green initiative.

Q-10 Explain in brief about writing for web.

A-10 Writing for the web is different from that for the print media. Blog is a short form of the word ' Web- log'. It has replaced “ Letter to the Editor” column of newspaper and magazine. Because of the cost factor, most of the newspaper do not publish letters to the editor. Blogs are web pages created by individuals on a specific theme/ topic.

Blog Writing is an art which is short and crisp of almost 150-200 words. It must delineate clearly the topic and the writer’s perspective on issue. It must show the matter is significant and a solution to the problem is in the common interest.

Blog Writing is an effective tool of communication. Recruiter often want to have a look at the blogs written by the candidates to judge their skills if persuasive writing and analytical skills. The boundaries of job market is collapsing in the wake of automation. It is increasingly becoming a skill based job market rather than industry based. In this context, blog writing is very desirable skill in getting good jobs.

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