UNIT II
Communication: Oral & Written
Q1) Explain Oral communication.
A1) Oral communication is that the process of expressing information and concepts by word of mouth. Study the kinds and benefits of speech and find ways to enhance your speech skills.
Definition and sort
Good communication skills are the ticket to success within the academic and business world. But have you ever been overwhelmed by fear and anxiety before getting to employment interview or speaking ahead of an audience? Knowing when to settle on speech and developing your speaking skills can assist you at every stage of your career.
Oral communication is that the process of verbally communicating information or ideas from one individual or group to a different. Speech is either formal or informal. Here are some samples of informal verbal communication:
As technology advances, new sorts of speech still be developed. Videophone and video conferencing combine audio and video to permit remote workers to ascertain and ask one another. Other modern oral communications include podcasts (audio clips accessible over the Internet) and voice Internet Protocol (VoIP), which allows callers to speak over the web and avoid telephone charges. Skype is an example of VoIP.
It may take the subsequent forms:
(i) Reports,
(ii) Circulars;
(iii) Magazines;
(iv) Manuals;
(v) Memoranda;
(vi) Newspapers;
(vii) Pictures, diagrams, graphs, etc.;
(viii) Agreements;
(ix) Rule and Procedure books;
(x) Orders;
(xi) Instructions;
(xii) Notice Boards, etc.
Q2) What are the Merits or Advantages of Oral Communication?
A2) Merits or Advantages of Oral Communication
(i) It's less costly or economical as compared to written communication.
(ii) It's quicker and saves in time.
(iii) It's simpler than written communication.
(iv) It establishes a personal touch and results in greater understanding.
(v) Misunderstanding or doubts are often removed then and there.
(vi) Immediate reaction, motivation or response of the receiver are often taken.
(vii) It's more flexible and therefore the messages are often changed to suit the requirements and response of the receiver.
(viii) It provides because the only means of conveying messages in times of emergencies.
Q3) Explain the drawbacks of Oral Communication.
A3) Drawbacks of Oral Communication:
Oral communication has the subsequent limitations or draw backs:
(i) It's less reliable.
(ii) It's influenced by self-interest and attitude of the people.
(iii) Speech has the tendency of being distorted.
(iv) It provides no record for future reference.
(v) It's not suitable for lengthy message.
(vi) It doesn't provide sufficient time for thinking before conveying the message.
(vii) It's language problems, one may mean to convey something, but thanks to his way of speaking, it's going to convey something else.
(viii) It can't be used to communicate with people scattered over distant places.
Q4) What is Written communication?
A4) Written communication refers to the process of communicating a message through written symbols. In other words, the message exchanged between two or more people who use written language is called written communication.
Written communication is that the commonest and effective mode of business communication. In any organization, emails, notes, reports, documents, letters, diaries, job descriptions, employee manuals, etc. are a number of the foremost commonly used sorts of written language.
Such communication is used when the information sent is long and contains complex terms that cannot be explained verbally. The organization also keeps the document in writing so that it can be used as a reference and evidence for transactions at any time in the future. Therefore, it is imperative that all business organizations develop effective writing skills and in still them in all employees.
The validity of the written content depends on the correct selection of words, their organization into the correct sentence order, and the sentence cohesion. Written information is considered more legal and valid than spoken language. Also, people rely more on what is written than what is said orally. However, unlike verbal communication, feedback in written communication is not immediate, as it is not voluntary and takes time to become understandable.
Q5) Discuss the Advantages of Written Communication.
A5) Advantages of Written Communication:
(i) It ensures transmission of knowledge in uniform manner, i.e., everyone concerned has similar information.
(ii) It provides a permanent record of communication for future reference.
(iii) It's a perfect way of transmitting lengthy messages.
(iv) It ensures little risk of unauthorized alteration within the message.
(V) It's the sole means of exchanging information at distant places even beyond telephonic range.
(vi) It tends to be complete, clear, precise and proper.
(vii) It is often quoted as a legal evidence just in case of any disputes.
(viii) It's suited to convey message to an outsized number of persons at one and therefore the same time.
Q6) How can you explain the Demerits or Disadvantages of Written Communication?
A6. Demerits or Disadvantages of Written Communication:
(i) It's expensive.
(ii) It's time consuming.
(iii) It becomes difficult to keep up secrecy about a written communication.
(iv) It's rigid and doesn't provide any scope for creating alterations for inaccuracies which may have crept in.
(v) It's very formal and lacks personal touch.
(vi) It encourages red-tapism and involves numerous formalities.
(vii) It's going to be interpreted during a different manner by different people.
(viii) It often becomes lengthy, when messages are conveyed in writing. speech implies.
Q7) Explain Formal channel of communication with the help of its advantages.
A7) A formal channel of communication is that the means of communication normally controlled by people in positions of authority in an organisation. Hence, it's also been mentioned as an organization’s ‘main line of operational communication’.
All the reports, records and other forms that provide working information to varied parts of an organisation are included within the formal channel of communication. These channels of communication don't function automatically. a good business organisation will ensure that these are carefully planned and designed to its needs.
Advantages:
(i) Effective:
Formal channels are considered the simpler of channels of communication. With organizations constantly growing in size, formal channels help to bridge the gap within the communication process. it's a readily available means to succeed in through to each corner of an organisation, which might rather be difficult.
(ii) Prevent bogging:
In formal channels, the principles are well laid. for instance, a worker communicates with the supervisor, the supervisor with the manager, and so on. Thus, only necessary information gets filtered and sent to the top. It prevents the top-level management from getting caught up with the irrelevant nitty-gritty (the practical details) of data and leaves it free for bigger decisions and overall management.
(iii) Better monitoring:
An organisation can design formal channels to suit its specific needs. this will help monitor organizational activities. It can make sure that problems are solved without too much delay.
(iv) Good atmosphere:
Good formal channels of communication reflect professionalism. They assist consolidate the organisation. They also keep the managerial personnel in control.
Q8) What is the Informal Channel of Communication / Grapevine?
A8) The informal channel of communication is commonly discouraged or looked down upon in an “organization, and isn't officially sanctioned. it's popularly mentioned as grapevine. this is often because it runs altogether directions regardless of the formal structure.
The origin of the term grapevine are often traced to the way the botanical vine grew over telegraph wires, making telegraphic messages go in unintended directions. In business life, grapevine owes its existence to man’s gossipy nature.
Humans tend to talk loosely or lightly with their associates wherever they'll be. Time to time they feel the need to get freed from the necessity to stay to logic or truth.
As people set about their work, they need casual conversation with their friends within the office. These conversations affect both personal and business matters. This leads to the generation of a rumour mill, which may be a grapevine.
Grapevine is assessed into four categories:
Grapevine satisfies the social needs of members, results in more relaxed human relations (partly through the release of fantasy), serves to fill the possible gaps within the formal communication and links even those people that do not fall within the official chain of command.
Other characteristics of grapevine are:
(i) It's more people-oriented then issue-oriented.
(ii) Might not be totally authentic and dependable.
(iii) Grapevine transmission flows altogether directions in an organisation.
(iv) Grapevine information travels in no time.
(v) Its responsibility can't be fixed.
Factors resulting in grapevine:
A rumour mill becomes active when the subsequent factors exist in an organisation:
(i) an absence of sense of direction, especially in times of crisis. The more the uncertainty, the greater the rumouring.
(ii) The formation of favoured groups of employees by the management. This breeds insecurity among other employees resulting in rumours.
(iii) an absence of self-confidence amongst employees results in the formation of groups. These groups often run rumour mills.
Q9) Explain the merits and demerits of Grapevine communication.
A9) Advantages:
(i) Speed:
Speed is that the most remarkable characteristic of this channel of communication. it's possible to transmit information remarkably fast since there are no formal barriers and no stopping. A rumour, thus, may spread sort of a wildfire.
(ii) Feedback:
The feedback through this channel is far faster than a formal channel of communication. The channel is like the pulse of an organisation. The reaction to the selections, policies, directives and directions often reaches managers faster through this channel than through the formal one.
(iii) Parallel function:
The informal channel doesn't have official sanction, but is an inevitable parallel to the formal channel. It works as a supplementary channel of communication in an organisation. Good managers are known to use the informal channel to their benefit for transmitting information otherwise unfit for formal channels.
(iv) Support system:
A grapevine is an informal web developed by employees within an organisation. It brings them closer and provides them immense satisfaction.
Disadvantages:
(i) Less credible:
A grapevine is less credible than a proper channel of communication. It can't be taken seriously because it involves only the word of mouth. It is, therefore, likely to be contradicted.
(ii) Selective information:
Informal channels usually fail to hold the entire information. As a result, the receiver doesn't get the essence of the entire message. Mischief mongers or vested interests may use the channel for transmitting information.
(iii) Creates trouble:
A grapevine can foster trouble within an organisation as there's no control over the information sent, received, its portrayal and perceptions. Information gets distorted. Grapevines are often synonymous with the spreading of false or wild stories.
(iv) Leakage:
Information may get leaked at the incorrect time. The term ‘open secret’ in an organisation can often is attributed to such leaks.
Q10) What is included in the annual report?
A10) The annual report provides a great deal of information to readers who can get an overview of the company's overall performance the previous year. It is important to note that many annual reports are not traditional reports that contain a large amount of text. Many companies incorporate many graphics and images, which makes the document visually appealing.
The structure of annual reports is undoubtedly different for each company, but most annual reports typically include:
Q11) Briefly explain the structure of Annual Report.
A11 The following may be a brief description of every item.
1. Letter from the CEO
The letter from the CEO is addressed to shareholders and provides an overview of the company's performance over the previous year. CEOs usually spend a lot of time writing letters to emphasize the company's performance. This is because its performance is related to the industry in which it operates. Since the letter is the primary reader of the report, it may refer to information that shareholders are interested in.
2. Performance highlights
Annual reports usually provide sections to highlight some of the company's key achievements, such as special initiatives, goals achieved, or awards received by the company or its employees. The main goal of this section is for shareholders to be happy with their investment in the company and to convince potential investors to do the same.
3. Financial statements
Financial statements are an important element of an annual report and provide users with quantitative data on certain aspects of their financial performance for the previous fiscal year.
Annual reports typically include financial statements like balance sheets, income statements, and income statements. In addition, it often contains graphs and charts to help break down financial information into readable information.
4. Future outlook
Annual reports typically include information about the company's future performance in order to provide shareholders with information about the company's future goals and objectives. Investors have a complete understanding of the company's current position in each industry and the company's plans for future growth. The report also includes information about your company's strategy and how you plan to implement it in the coming years.
5. Format
Hard copy annual reports are still commonplace, but electronic versions are becoming more and more popular and can be found on the websites of many companies. The electronic version will give more users access to the report in PDF or other formats.
Interactive online reports are becoming more and more popular. This allows users to virtually flip through reports and expand graphics.
Q12) Who uses the annual report?
A12) Annual reports are often published and are aimed at a large external audience, including shareholders, potential investors, employees and customers. Some companies and non-profits look at other companies' annual reports to better understand the value of the latter and see if partnerships and other collaborations are feasible in the general community. Can also be an audience.
While these are primarily used to convey financial and performance-related information, the annual report is also used as an advertising tool to highlight some of the company's key initiatives or goals recently achieved.
1. Shareholders and potential investors
Shareholders and potential investors use their annual reports to better understand the company's current position to make investment decisions. The annual report helps potential investors decide whether to shop for shares. It also provides insights into the company's future plans and their goals and objectives.
2. Employee
Employees often use annual reports to understand some of the company's different key areas. Many employees are also shareholders of the company, due to stock option benefits and other schemes. This provides employees with an incentive to become a shareholder.
3. Customer
Corporate customers can use their annual reports to get an overview of the different companies and help them decide which company to build relationships with. Customers are interested in working with high quality suppliers of products and services, and the annual report allows companies to highlight their core values and objectives.
They also make good use of the financial information contained in their annual reports.
Q13) What are the minutes?
A13) Minutes are notes that are recorded during a meeting. They focus on the key issues being discussed, motions proposed or voted on, and activities to be undertaken. The minutes of a meeting are usually created by a designated member of the group. Their job is to provide an accurate record of what happened during the meeting.
Procedures related to recording minutes
There are five main steps to recording the minutes of a meeting. they are:
Advance planning
If the meeting is well planned in advance, it's much easier to take a few minutes. However, the chair and secretary or minutes keeper must work together to determine the agenda for the meeting in advance. For example, the person who records the minutes can work with the chair to create a document that acts as an agenda and provides a format for the meeting.
Meeting Agenda
If the chair and clerk are unable to meet and draft, it is the clerk's responsibility to obtain a copy of the agenda before the meeting begins. The meeting agenda serves as a guide on how to take notes and prepare the minutes. In addition, the agenda also contains other details that need to be included in the minutes. They include:
Expectations
When individuals are selected as minutes recorders, it is important for them to know what they are expected of. Therefore, individuals need to approach the chair of the committee and ask about their role in the meeting. For example, if the meeting contains a motion for a proposal, the designated member must ask if the name of the motion for the proposal and the secondment should be included.
Q14) What to include in the minutes?
A14) Before recording the details, the designated minutes recorder should be familiar with the type of information that needs to be recorded. Although groups may record notes in a particular format, the minutes of a meeting typically contain the following details: Overall.
Q15) What is the process of writing minutes?
A15) The process of writing minutes-
Q16) What is the concept of E-communication?
A16) The need for the Internet is increasing. Whether you are an expert, student, non-expert, or expert, everyone has a broad eye on the Internet for everyday use. There are many things you can do on the Internet. Perhaps the use of the Internet has made many things much easier. Today, even the creation of formal emails is accessible, and many companies don't even need to train their employees in this regard.
Banking online, finding an overseas educational institution, and sending corporate emails has never been easier. From basic to complex tasks, everything can be done on the Internet today.
All of us look for answers in the sea of knowledge known as the World Wide Web (www). The World Wide Web provides a system that is reciprocally linked to many documents and can be accessed from the Internet.
You can use your web browser to navigate through various hyperlinks to search for images, text, videos, and many other multimedia. Many people misunderstand that the Internet and the World Wide Web are the same thing.
But these things are actually very different from each other. They are related to each other, but not similar. This brings us e-communication.
Q17) What is E-communication?
A17) When one company sends an email to another and a response to that email is given, communication between the companies is formed. Such communication, when done via online means of e-mail, is called e-communication.
When one company sends an email to another and a response to that email is given, communication between the companies is formed. Such communication, when done via online means of e-mail, is called e-communication.
Therefore, electronic communications are usually election or email communications. The use of communication here is done via electronic means. Information between the parties is exchanged via email address.
Therefore, it is feasible for both parties to provide the correct email address. This is how both receive information.
Q18) How do we Compose a formal email?
A18) Email composition is considered a very important part of any organization. It is generally considered the only form of written communication. Therefore, it is very important.
Also, emails often contain company personal information, so the person sending the email should be careful.
Therefore, it is his duty not to share this information with others. Before we know more about composing formal emails, we need to understand the concepts and features of composing emails.
Q19) Explain the concept of Email.
A19) Email, an abbreviation for email, is a very common method of formal communication in an organization. This process involves sending and receiving messages in the form of text, files, images, and so on.
There are also many options for sending automatic emails to more people using the mailing list and email merging options. There are many forms of oil used in tissues.
They range from book chapters to business presentations to detailed contracts. Graphic files and artwork can also be sent by email.
In today's era, many businesses revolve around email and the communication that takes place through it. The reason is the advantage that email has over other forms of communication. The main thing is 24-hour availability.
Over the last decade, email has become the most important form of business communication, and therefore many small businesses are beginning to adopt it.
As a result, many consultants advise companies to compose emails for ease of use.
Another factor related to email is security and security. Now you can easily and securely transfer texts, images, and videos by email.
Q20) What are the features of Email?
A20) Email features-
Cost-effectiveness: Email is very cost-effective and provides communication in a faster way than other modes of communication. With the help of your smartphone, you can easily send emails anytime, anywhere.
Package: Messenger and Outlook allow you to compose emails in different formats. This can help you send it to anyone right away. You can also use the address box to allow the sender to send the email without any problems. You can use email to resize fonts, highlight important points, save images, and more.
Spam: Junk e-mail and junk e-mail can be sent to the junk e-mail folder without any effort. These emails may be advertisements, promotions, jobs, etc. that you are not interested in.
Signature: You can customize your signature based on your email requirements. Whenever you reply to someone or send an email to someone, this signature will automatically appear at the bottom of the email. Therefore, you don't have to write the details over and over again.
Attachment: This feature allows you to share documents, presentations, photos, videos, etc. with your email. Attachment size is limited.
