Question Bank:

Q1) State the Importance of Technology in Business. (12)

A1) Importance of Technology in Business:

1. Technology improves business' communication.

Businesses rely on several aspects of technology for communication like email, Skype, instant messaging, business phones, video conferencing technology, etc. Communication breakdowns can result in disasters for businesses and employees. Technology can assist in ensuring that you simply are prepared for even the most difficult communication obstacles.

2. Technology increases efficiency.

It's no secret that there are some awesome technological advancements in recent years. Advancements like Lifesize's video conferencing technology and Zulty's VOIP phone cloud solution are strategically designed to enhance efficiency and reduce lay time within the office.

3. New innovations protect important assets.

Cyber-attacks are growing at an alarming rate. So too are the amazing cyber-security defences like Sophos' Deep learning technology. In an age where most important business assets are stored within the cloud or on endpoints, it's imperative that businesses employ security technology to protect those assets.

4. Employees demand it.

The role of technology in business isn't new, but it's expanding. Employees expect their employers to provide them with the latest and greatest technology which can, in turn, help them be successful in fulfilling their job responsibilities. It's hard to compete against businesses that fully employ technology advancements when your own business is lagging in their technology.

5. With technology, there are no limitations.

Client-Map-Update-2017

We know this principle is true from first-hand experience. We are a company that has 20 employees stationed in 10 different locations across the North-western us. If it wasn't for technology, we simply wouldn't achieve success in coordinating all of the workers. Businesses across the state are are diverse in needs, culture, and education. Advances in technology can help businesses address these differences unlike ever before. There’s no limit to what are often accomplished by a business that employs a successful technology plan.

6. Technology keeps employees engaged.

Technology keeps employees engaged in many different ways. It allows employees to telecommute to work. It encourages collaboration between co-workers in businesses through tools like file sharing. It improves communication. It reduces stress by allowing you to schedule important deadlines and meetings on your electronic calendar. It also gives employees flexibility to perform work functions on your mobile device.

7. Tons of new resources exist which will improve your business.

Technology is growing fast, prices are dropping, and new innovations are being rolled out constantly. If you haven't been consistently looking out for new technology to help your business, chances are that you have missed something. For instance, the Comfort Company implemented video conferencing technology that saved them time and costs while improving relationships and communication. Savage Public Schools discovered the necessity to totally revamp their technology and have since enjoyed an improved school system. There certainly are technology solutions out there which will improve your business.

8. Technology is important to succeed.

Whether you like it or not, technology is important to business success. Employees believe it for day-to-day operations. Outside companies, clients, and prospective clients evaluate you on your use of technology. HR relies on technology to coach and develop employees. Accounting employees rely on technology to complete payroll and execute necessary monetary management functions. Management relies on technology to communicate with those they supervise. Without technology, companies would almost certainly fail to accomplish all that there's to try to do.

9. Technology increases the capacity of businesses.

Technology allows businesses to succeed in more people in less time. For instance, here at Pine Cove, we use a spread of technology mediums to speak with our clients, potential clients, and experts within the industry. We use technology to host monthly webinars, to send e-newsletters, and publish news and blogs. Technology also increases the capacity of businesses to work together through technology like CRM's.

10. Technology saves time and money

Lastly, technology now performs many of the mundane tasks that employees wont to be expected to perform. This enables employees to focus their time elsewhere on more important duties. This will save money by cutting back on employee expenses and improving productivity.

Q2) Define Internet. (5)

A2) While the internet makes some aspects of business easier for both the customer and therefore the company, the element of communication can sometimes be more challenging. Granted, email provides customers with the convenience of typing a message and sending it with the click of the mouse. At the same time, the faceless quality of online communication can create hindrances to companies that do much of their business online. As a result, savvy businesses take the time to consider the various areas of Internet communication to ensure that their customers receive the simplest service available.

Q3) Explain the types of internet services which users get? (5)

A3) The types of services are:

Email

Any company that does business online has an email address for customers to use, and most companies offered several different addresses that enable customers to send the message to the proper department within the company. The question is often not one of email, but rather of what sort of email to possess. While online providers like Google, Yahoo! and Hotmail offer free email, these sorts of services often leave the user with spam issues. Additionally, a number of these services mistakenly block messages to customers. This means that a company should consider investing during a business email provider that gives stronger filters.

Websites

A website (also known as a website) is a collection of web pages and related content identified by a common domain name and published on at least one web server. Notable examples are wikipedia.org, google.com and amazon.com.

All publicly accessible websites collectively make up the World Wide Web. Some private websites, such as internal websites for company employees, can only be accessed on a private network.

Websites are typically specialized in a particular topic or purpose, such as news, education, commerce, entertainment, or social networking. Hyperlinks between web pages often guide the navigation of the site starting from the home page.

Users can access websites on a spread of devices, including desktops, laptops, tablets and smartphones. The software applications used on these devices are called web browsers.

Social Media

Social media may be a collective term for websites and applications which focus on communication, community-based input, interaction, content-sharing and collaboration. Different types of social media are normally dedicated to forums, microblogging, social networking, social bookmarking, social curation, and wikis are among the.

Many individuals will use social media to stay in touch and interact with friends and family, while others use it to communicate with different communities. Many businesses will use social media as how to plug and promote their products. In addition, business to consumer (B2C) websites include social components, like comment fields for users. Other tools are created to aid in tracking the number of mentions and brand perception.

Social media has become larger and more accessible due to access to mobile applications, with some samples of social media including Twitter, Facebook, LinkedIn.

Q4) What are the types of Social Media? (5)

A4) Here are some examples of popular social media platforms:

Q5) Write a short note on Twitter. (8)

A5) Twitter is a free online social networking service used to send/receive short messages within a specified group. Considerably like sending an email to a list, a Twitter post conveys a message to a predetermined list. However, the message must be a short, concise thought; 140 characters or less, to be precise. Twitter's homepage self-defines Twitter as: "... a service for friends, family, and associates to communicate and stay connected through the exchange of quick, frequent answers to at least one simple question: What are you doing?" Twitter offers the choice of viewing content on your Twitter homepage or receiving notifications on your mobile device.

Why I liked Twitter...

I found that Twitter is extremely contagious. Soon i was finding out Obama's Twitter account, reading Social Media Club's postings, and following CNN's account with notifications to my phone so I could stay awake on the newest breaking news. It had me hooked! I wanted to understand what people were doing. i used to be craving the communication.

Twitter for Business communication

How could my business benefit by sharing (sending/receiving) concise information with a group of people? Currently, most Twitterers seem to use it for private socializing, for communicating their life with their friends. However, Twitter does provide new tools which will help move your business. Here are five examples:

Discover Breaking News: Since I communicate for a living, I find it helpful to learn of breaking news. These news events often provide a catalyst for initiating conversation with people that I'm meeting. Here's a sample from news media Jim while at the White House: budget chairman Spratt has just received the President's budget. At cursory glance, he didn’t seem impressed.

Q6) Which social media platform is most popular in Internet? (5)

A6) Facebook may be a popular free social networking website that permits registered users to make profiles, upload photos and video, send messages and keep in touch with friends, family and colleagues. The site, which is out there in 37 different languages, includes public features such as:

Marketplace - allows members to post, read and reply to classified ads.

Groups - allows members who have common interests to seek out each other and interact.

Events - allows members to publicize an event, invite guests and track who plans to attend.

Pages - allows members to make and promote a public page built around a selected topic.

Presence technology - allows members to see which contacts are online and chat.

Within each member's personal profile, there are several key networking components. The most popular is arguably the Wall, which is actually a virtual bulletin board. Messages left on a member's Wall are often text, video or photos. Another popular component is that the virtual Photo Album. Photos are often uploaded from the desktop or directly from a smartphone camera. There's no limitation on quantity, but Facebook staff will remove inappropriate or copyrighted images. An interactive album feature allows the member's contacts (who are called generically called "friends") to discuss each other's photos and identify (tag) people in the photos. Another popular profile component is status updates, a micro blogging feature that permits members to broadcast short Twitter-like announcements to their friends. All interactions are published in a news feed, which is distributed in real-time to the member's friends.

Facebook offers a range of privacy options to its members. A member can make all his communications visible to everyone, he can block specific connections or he can keep all his communications private. Members can choose whether or to not be searchable, decide which parts of their profile are public, decide what to not put in their news feed and determine exactly who can see their posts. For those members who wish to use Facebook to communicate privately, there's a message feature, which closely resembles email.

In May 2007, Facebook opened its developers' platform to permit third-party developers to create applications and widgets that, once approved, could be distributed through the Facebook community. In May 2008, Facebook engineers announced Facebook Connect, a cross-site initiative that permits users to publish interactions on third-party partner sites in their Facebook news feed.

Q7) Write the Advantages and Disadvantages of Facebook.  (8)

A7) Advantages of Facebook are :

Facebook has experienced dramatic growth, it's reached quite a billion users and it's still growing rapidly, It are often very useful but you want to avoid becoming addicted to it, it's good privacy setting as you'll start a video call, you'll upload the photos and the videos for free of charge.

Facebook helps you connect & share with the people in your life, you'll connect and find your old school friends and college friends, you'll connect with your relatives, you'll make new friends on Facebook from the various areas of the planet, you'll connect with people by using Facebook chat and therefore the messages.

Facebook allows you to hook up with different people from anywhere in the world, it helps you learn more about the culture, the values, the customs and therefore the traditions of the other countries within the world.

Many people especially the students use Facebook chat for group discussions, while some businesses use it for short meetings; It provides an easy and small chatting application that you can use to talk with your friends.

You can sell a product or promote the products or the services, thus you increase the possibilities of creating money on the net, It allows the establishment of partnerships between various projects.

You can increase your brand value and social media presence for your business, It helps you to seek out new leads and client, if you employ it properly, you'll use Facebook Ads and Fans page to advertise your business that permits you to target people of a selected age, geographic location, interests, So, they assist make your ads most useful and effective.

Facebook provides many gaming and Facebook apps that you can use and enjoy like photo editing, the horoscope, the stock analysis while some people open Facebook only to play the games.

Facebook offers you an email address which works similar to Yahoo, Gmail, Outlook, and Hotmail, It allows you to send and receive an email with users both within and outside of the site. It's based on your Facebook user name and you'll also receive the files attachment through Facebook email.

Facebook is a source of information and news, it's one of the best sources to remain updated with the latest news & updates, you'll not miss the important updates, The Bloggers and Internet marketers can subscribe popular blog Fan pages and keep themselves up with latest updates.

Disadvantages of Facebook

If you use Facebook for online banking, the social networking or other services, you'll risk a theft to your personal information like the name, the address, the credit card number, So, The unscrupulous people can access this information through unsecured connections or by planting software then use your personal details for his or her benefit, and they cause many serious troubles.

Facebook users are often suffering from the virus attacks on their systems, Virus programs are inconspicuous and should get activated if you click a seemingly harmless link, So, the computers that are connected to the web are very prone to targeted virus attacks and may end up crashing.

Spamming refers to sending the unwanted e-mails in bulk which give no purpose and needlessly obstruct the entire system, it are often very frustrating for you as it makes your Internet slower and less reliable.

The pornography is the biggest disadvantage of Facebook which allows you to access and download many pornographic photos, videos, they can be detrimental for the children and the teenagers, and they can play a havoc in the marital and the social lives of the adults.

Many hackers have similar websites to Facebook, They continuously send the emails to the people asking to log in to their account to see new photos of Facebook Scam, Facebook is susceptible to the attacks, Several hackers actively alter people’s profile information, Many Facebook users can tell you that they noticed a change in their profile information while they weren't logged in.

Many people use Facebook day and night without thinking how much time they have wasted on it and that they could have done more important work during that point, your personal information exposed to each friend of yours or even to the public. On Facebook, your personal life updates come to the notice of all your friends and others and so your privacy is compromised.

Many pictures are uploaded on Facebook every day, On opening those virus-attached pictures, you create a danger to your data and your computer as Facebook or the other website can’t check for all quite viruses.

Facebook is a useful and helpful tool but it becomes harmful if you start to waste your valuable time because the loss of your precious time can cause other problems, as you spend so much time in commenting, viewing others’ pictures, playing games or doing other stuff.

Q8) Define LinkedIn with its features. (5) 

A8) LinkedIn is a social network for the business community. Founded in 2002, the site is a place for professionals to attach with past and current colleagues, increase their number of business connections, network within their industry, discuss business ideas, search for jobs and look for new hires.

LinkedIn users create professional, résumé-like profiles that allow other site members to find out more about their business background, their areas of experience, and groups or organizations they belong to. Once users create their profile, they will add other users to their network.

The profiles also include options for including status updates that permit people during a user's network know what they're working on and once they could be traveling, or offer advice when needed. There's also a feature that allows those not signed in to LinkedIn to look at parts of the profile the user deems allowable.

LinkedIn's main features include the following:

LinkedIn currently has over 160 million members in the united states and 610 million worldwide. LinkedIn members include executives from 92% of Fortune 500 companies, and 77% of recruiters are on LinkedIn.

Q9) What is YouTube?  (8)

A9) YouTube is a video sharing service that permits users to watch videos posted by other users and upload videos of their own. The service was started as an independent website in 2005 and was acquired by Google in 2006. Videos that are uploaded to YouTube may appear on the YouTube website and may also be posted on other websites, though the files are hosted on the YouTube server.

The slogan of the YouTube website is "Broadcast Yourself." this implies the YouTube service is meant primarily for ordinary people that want to publish videos they have created. While several companies and organizations also use YouTube to promote their business, the vast majority of YouTube videos are created and uploaded by amateurs.

YouTube videos are posted by people from all over the world, from all kinds of backgrounds. Therefore, there's a large range of videos available on YouTube. Some examples include amateur films, homemade music videos, sports bloopers, and other funny events caught on video. People also use YouTube to post instructional videos, like step-by-step computer help, do-it-yourself guides, and other how-to videos. Since Google offers revenue sharing for advertisement clicks generated on video pages, some users are able to turn YouTube into a profitable enterprise.

While YouTube can serve a business platform, most people simply visit YouTube for fun. Since so many people carry digital cameras or cell phones with video capability, more events are now captured on video than ever before. While this has created an abundant collection of entertaining videos, it also means people should be aware that whatever they do publicly might be caught on video. And if something is recorded on video, it just might end up on YouTube for the whole world to see.

YouTube has become a highly influential media which is extremely popular among users worldwide. Today, YouTube has millions or even billions of users worldwide. This is often one of the most popular social media along side Facebook, Twitter et al. The popularity of YouTube is closely intertwined with the publishing opportunity offered by the social media because users can publish their videos both documentary and featured ones. In such how , users get ample opportunities to share their videos instantly. At an equivalent time, the distinct feature of YouTube is its performability because it's the performativity of videos that attracts users and the more performable a video is that the more users will watch it, the more popular it becomes.

Even though YouTube focuses on sharing videos mainly, the social media still opens wide opportunities for users to share their creative ideas and make them performable. Users is also driven by different concerns, while publishing their videos and sharing information with others. Some of them may be willing to publishing some interesting facts recorded by them within the real world, while others manifest their creativity with the help of YouTube.

YouTube allows watching diverse videos and channels which can vary in their content. However, the popularity of videos determines their availability to the audience that influences the perception of data by the audience. As an example , the video that has the highest number of views becomes more and more popular and becomes mainstream, even though in its essence the video may have little cultural value or poor messages (Warr 291). In fact, the point is to create videos performable. The overwhelming majority of users publishing their videos on YouTube are concerned with the popularity of their videos than their content. Such a contest encourages users to focus on performativity of their videos specially.

Q10) Which is the is a cross-platform instant messaging application? (8)

A10) WhatsApp Messenger is a cross-platform instant messaging application that permits iPhone, BlackBerry, Android, Windows Phone and Nokia smartphone users to exchange text, image, video and audio messages for free of charge.

WhatsApp is very popular with end users who don't have unlimited text messaging. In addition to basic messaging, WhatsApp provides group chat and site sharing options.

Technically speaking, WhatsApp uses a customized version of the open standard Extensible Messaging and Presence Protocol (XMPP). WhatsApp Inc. Was founded in 2009 by Brian Acton and Jan Koum, both veterans of Yahoo!

WhatsApp:

It is the mobile application which enable the user to send text messages, voice messages, share images and documents.

Users:

WhatsApp had 25 million users per month i.e. 25million/month.

History of WhatsApp:

It was founded in 2009, by Brian Acton and Jan Koum.

Features of WhatsApp:

Voice calls:

The best feature of WhatsApp is voice call.

Video calls:

Video calls is that the second feature of WhatsApp.

Text message:

You can send text messages to your friends.

Voice message

You can also send voice messages to your friends.

Create Groups:

WhatsApp offer you the features to make your own group.

Delete Messages:

You can delete messages from your WhatsApp account to guard yourself from negative messages.

Uses of WhatsApp:

Q11) Write the merits and demerits of WatsApp. (5)

A11) Advantages:

Disadvantages:

Q12) Write note on Google Doc. (5)

A12) A word processor that includes as part of Google's free web-based Google Docs Editors suite, which also includes Google Sheets, Google Slides, Google Drawing, Google Forms, Google Sites, and Google Keep is called Google Docs. I will. Google Docs can be accessed as a web application through an internet browser. We can find this in a mobile app on Android and iOS and as a desktop application on Google's Chrome OS.

Google Docs allows users to create and edit documents online while collaborating with others in real time. Edits are tracked by the user along with a revision history that indicates the change. The editor's position is highlighted with an editor-specific colour and cursor, and the authorization system regulates what the user can do. The update introduces features that use machine learning, such as "search", which provides search results based on the content of the document, and "action items", which allow users to assign tasks to other users.

It has a feature where it supports opening and saving documents in a format that is unique and compatible with Microsoft Word.

Q13) Define communication.  (8)

A13) Business Communication — Definitions and Meanings:

The word "communication" comes from the Latin word "communis", which suggests something common. Therefore, communication means sharing common ideas. The meaning of a communication dictionary is to convey and exchange information and share ideas.

It is the process by which two or more people communicate or exchange ideas and concepts between themselves. Consistent with W.H. Newman and C.F. Summer, "Communication is the exchange of facts, ideas, opinions, or feelings between two or more people."

Communication is the process of sending information and understanding from one person to another, or from one unit to another, with the goal of getting a given response from the recipient. Through this process, two or more people exchange ideas and understandings and have a specific effect on the behaviour of others.

This is a two-way channel for sending ideas, feelings, plans, commands, instructions, reports, and suggestions that affect an organization's attitude toward purpose. The communicator's goal is to convey undistorted meaning and ideas. The success of a leader, and therefore a company, depends on the appropriateness of communication.

It is the manager's responsibility to communicate and maintain channels where he can communicate his thoughts and policies to his subordinates and receive explanations of his reactions and problems.

Louis A. Allen defines communication in the following ways:

"Communication is the sum of all the items that one person does when he wants to form an understanding in another's mind. It is a bridge of meaning. It is the scientific and continuation of communicating, listening and understanding. Process is included. "

This definition includes two aspects of communication.

First, there are facts, feelings, ideas, etc. that are communicated. This means that you need a recipient to communicate.

Second, the definition emphasizes the comprehension element within the communication process. Understanding can only be shared by someone who understands the destination of the message in the same way that the sender of the message wants him to know.

Therefore, communication involves sending a message, or sending and physically receiving a message. Correct interpretation and understanding of the message is important from the perspective of organizational efficiency. Effective communication itself can be its accurate transmission and reception and its correct understanding.

In their book "Business Communication Today", C. L. Bovee, J. V. Thill, B. E. Schatzman writes: However, communication is only effective if the message is known, and it is effective when it stimulates behavior or encourages the recipient to think in new ways. "

Communication between people to convey personal information, messages, or thoughts is personal communication. However, the exchange of business data, facts, and concepts is sometimes referred to as "business communication." Business communication is communication about commercial activities that propose to provide goods and services to consumers for the purpose of profit.

This is the process by which information, facts, ideas, orders, advice, decisions, etc. are communicated, transmitted, or exchanged between or between people involved in the business. Therefore, communication about trade, law, finance, management, management, etc. of a for-profit company is sometimes called "business communication".

The success of a for-profit company depends heavily on good communication. Effective communication removes obstacles to achieving the goals of a for-profit company. Ineffective communication and communication failures can result in loss of cash, time, energy, opportunities and even business credibility.

In this era of globalization, all for-profit companies, large and small, need proper communication for their existence. Business success depends heavily on communication success.

In an era of speed, complexity and competition, it is very important to send product data to the end consumer. It is impossible for them to contact and purchase a product unless they understand the company's product. Communication plays an important role in this area.             

Q14) What are the features of Business Communication?    (5)

A14) Three characteristics of business communication:

Business communication has certain features or characteristics that make it different from other communications.

Communication that becomes business communication must meet the following conditions.

1. Practical,

2. In fact,

3. Clear and concise,

4. Target oriented,

5. It is persuasive.

1. Practical:

Effective business communication deals with the wise side of information that explains why, how, when, and therefore similar queries. It avoids unrealistic, imaginary, unnecessary things.Important or repetitive information to avoid wasting time. Give the recipient important information.

2. Fact:

In general, business messages contain facts and numbers instead of the overall idea. Important dates, places, times, etc. should be clearly mentioned during business communication.

3. Clear and concise:

The language used in business communication must be simple, clear, concise, and clear. Charts, photos, diagrams, etc. may be used to summarize or clarify information.

4. Target oriented:

Business communication requires a chosen purpose and needs to be properly planned so that goals are often achieved.

5. Persuasiveness:

Business communication often plays a compelling role. It persuades employees to perform their duties and customers to purchase products or services. The above essential features are related to communication messages or information.

Q15) Explain the classification of Business Communication.    (12)

A15) The types of communication are:

1. According to the business area.

2. According to the relationship.

3. Depends on the direction.

4. According to the means.

1. Operation area:

(i) Internal communication:

“Internal communication” can be the process of communication within an organization between superiors and subordinates, colleagues, or between two or more groups. It is formal or informal, oral or written. It flows upwards, downwards, or horizontally, depending on your requirements.

Oral means of communication include face-to-face discussions, verbal instructions, messages, telephone calls, intercoms, conferences, conferences or seminars, and speeches. Written methods include notifications, circulations, notes, reports, charts or graphs, and bulletin boards, Email, fax, etc.

Methods of Internal Communication

(ii) External communication:

Business organizations need to communicate with external agencies such as customers, suppliers, investors, other establishments, banks, insurance companies and government agencies. Such communications are sometimes referred to as "external communications" because their business domain is with people. Outside the organization.

International business organizations have come to communicate with foreign individuals, government agencies / organizations, and more. Oral external communications are formed through face-to-face discussions, meetings, conferences, seminars, telephone calls, speeches, and more. Written processes include notifications, letters, telegrams, reports, emails, advertisements, faxes, handouts and more.

2. According to the relationship:

(I) Formal communication:

"Formal communication" is the transfer of knowledge or direction in a formal organizational structure. Formal communication maintains the relationship between superiors and subordinates. When a manager tells a deputy manager to perform some tasks, it is an instance of formal communication. Formal communication directs workers to have a clear understanding of what the manager is trying to do, and is usually codified and expressed in writing in manuals, handbooks, newsletters, annual reports, and so on.

Methods of External Communication

(ii) Informal communication:

"Informal communication" is communication between members of a gaggle or a group, not premised on formal relationships within an organizational structure, but informal relationships between people of equal or different levels. It is premised on understanding. It is referred to as the "grape vine", which represents an informal means of disseminating information and gossip. It does not follow structural routes or processes. It moves in any direction. It's direct, voluntary, flexible, unplanned, and fast-moving.

3. According to the direction:

(I) Vertical communication:

The flow of upward and downward communication constitutes "vertical communication". In such communications, messages and information are sent from higher-level agencies to their subordinates and vice versa.

(A) Downward communication:

Downward communication refers to the flow of data or understanding from high-ranking people to low-level people. I. In an organization, lower-level people have a high degree of fear and respect for such communication, and as a result, that communication is highly acceptable.

Downward communication

(B) Upward communication:

Communication is claimed to be positive when moving from a subordinate to a boss. Reports and suggestions, opinions and attitudes, complaints and complaints fall into this category. "Upward communication" is less common because it is less preferred by top managers due to its cumbersome and complex nature.

Upward communication

(ii) Horizontal communication:

"Horizontal or sideways communication" is between two subordinates or head at the same level and under the same boss. This is especially important in large or decentralized organizations. Staff can help communicate information between positions and units at comparable levels.

Horizontal communication

(iii) Diagonal communication:

Communication between executives or employees in different departments is called "diagonal communication." There is no clear direction. Upward, downward, and horizontal communication takes place. Both verbal and written means of communication are used. It's mostly informal. There is a good relationship between subordinates and bosses. It's very helpful in solving problems and avoiding conflicts, but it's likely to spread rumours.

Diagonal communication

4. By means:

(i) Oral communication:

"Verbal or verbal communication" means the transmission of spoken commands, messages, or suggestions. It is done face-to-face or through a speaking instrument such as a telephone.

Oral communication may occur directly between one person and another or in a group, or indirectly through a meeting or conference. No matter which tool you use, it saves you a lot of time and allows for personal contact. It fosters a friendly and supportive spirit, ensures quick understanding and proper explanation, encourages questions and answers, and stimulates interest.

The speaker is also in a position to understand the reaction of the listener. Again, it's perfect for confidential urgent discussions. However, it is not suitable if the space between the speakers and the listener is too long. It is also inappropriate if the message to be communicated is long and reaches many people at the same time. Also, there is a lack of recorded evidence and future references, and listeners do not have much time to think, act, and react.

Oral communication

(ii) Written communication:

"Written Communication" means sending a message, order, or instruction in writing via a letter, circulation, manual, report, telegram, office memo, bulletin board, etc. This is a good way to communicate and is suitable for long-distance communication and repetition. Standing order. It may create a record of evidence and future references and send it to multiple people at once.

It gives the recipient enough time to think, act, and react. Written communication to be effective must be clear, concise and complete. In addition, it is time consuming, costly, unable to maintain confidentiality, difficult to explain all issues, lacking the opportunity to clarify, inflexible and ineffective in emergencies.

Written communication

(iii) Gesture communication:

Communication is often done through body movements, facial expressions, smiles, voice modulation, signs, handshakes, rubbing hands, eye-to-eye contact, and a type of walking. Communication is called a "gesture" because it is formed by body gestures. Communication. '

The methods of communication are different, but it should be remembered that not everyone is used exclusively. Therefore, various methods can be combined and used according to the purpose of communication.

Gesture communication

Q16) What are the Barriers to Communication?  (12)

A16) Barriers to Communication

There are multiple barriers to the communication process. Intended communiqués are often disturbed and distorted, resulting in confusion and communication failure. Effective communication barriers can be of many types, linguistic, psychological, emotional, physical, and cultural. All these types are described in detail below.

Barriers are one of the most restrictive barriers to effective communication. Language is the most commonly used communication tool. The fact that all major regions have their own language is one of the barriers to effective communication. Even if the dialect is thick, communication may not be successful.

According to some estimates, the dialects of the two regions change within a few kilometers. Even within the same workplace, different employees have different language skills. As a result, communication channels across the organization suffer from this.

Therefore, with this barrier in mind, different considerations must be given to different employees. Many of them are very fluent in certain languages   and others will be accustomed to these languages.

2.  Psychological barriers

There are a variety of mental and psychological problems that impede effective communication. Some people suffer from stage phobias, speech disorders, phobias, depression, and more. All of these conditions can be very difficult to manage and can limit the ease of communication.

3.  Emotional barriers

An individual's emotional IQ determines the ease and comfort of communication. Individuals who are emotionally mature are ready to communicate effectively. On the contrary, those who inherit emotions face certain difficulties.

The perfect combination of emotions and facts is important for effective communication. Emotions such as anger, frustration, and humor can obscure an individual's decision-making ability and limit the effectiveness of communication.

4.  Physical barriers to communication

They are the most obvious barriers to effective communication. These barriers can be removed almost easily, at least in principle. These include barriers such as noise, door closures, equipment failures used in communications, and cabin closures. In large offices, the combination of physical separation between different employees and failed equipment can create serious barriers to effective communication.

5.  Cultural barriers to communication

As the world becomes more and more globalized, every large office can have people from several parts of the world. Different cultures have special implications for some of the basic values   of society. Clothing, religion or lack of them, food, drinks, pets, and therefore general behavior, change dramatically from one culture to another.

Therefore, these different cultures need to be taken into account when communicating. This is what we call culturally appropriate. Many multinationals offer special courses at the orientation stage to help people understand other cultures and learn how to be polite and tolerant of other cultures.

6.  Organizational structural barriers

As we have seen, there are many ways to communicate at the organizational level. Each of these methods has its own problems and constraints, which are barriers to effective communication. Most of these barriers result from incorrect information and lack of proper transparency available to employees.

7.  Attitude barrier

Certain people want to be left alone. They are introverted or simply less sociable people. Others want to be sociable and sometimes cling to extra! Both of these cases can be barriers to communication. Some people have attitude problems such as huge ego and unfriendly behavior.

These employees can cause serious tension within the communication channels in which they exist. Certain personality traits such as shyness, anger, and social anxiety can also be eliminated through courses and proper training. However, issues such as egocentric behavior and selfishness may not be fixed.

8.  Perceptual barrier

Different people have different perceptions of similar things. This is often a fact that must be taken into account in the process of communication. Knowledge of the audience's perceptual level is essential for effective communication. All messages or communiqués should be simple and clear. There should be no room for a diverse set of interpretations.

9.  Physiological barrier

Certain disorders, illnesses, or other restrictions can also impede effective communication between different channels of an organization. High-pitched voice, dyslexia, etc. are some samples of physiological barriers to effective communication. However, these are not important as they are easily corrected and removed.

10.             Technical barriers and social religions barrier

Other barriers include technical barriers. Technology is evolving rapidly, and as a result, it is difficult to keep up with the latest developments. Therefore, technological advances can be a barrier. In addition to this, the cost of technology is usually very high.

Q17) Explain Communication Models.  (12)

A17) For decades, humans have known the importance of communication. Today, you can communicate in a variety of ways, making it much easier to reach out to others than it was decades ago.

All organizations recognize and value the importance of good communication, regardless of their expertise, location or size of operation.

This communication for the organization takes place not only within the organization, but also with other external stakeholders outside the organization.

Therefore, it is important that any business organization understands the communication models that exist and can use them to enhance effective communication within the organization.

Understand communication

There are three main types of communication today

2.   Oral communication. This can be done face-to-face or by phone / video conferencing.

3.   A third type of communication that is also commonly used but often underestimated is nonverbal communication. This is to use gestures or simply body movements. These are also important communication methods as they can send various signals to the other party.

In this flow, the sender sends a message to the recipient and shares feedback about the communication process.

Communication methods should also be carefully considered before deciding which method to use for the purpose. Not all communication methods work for all transactions.

The basic flow of communication can be seen in the figure below.

Once you understand how to communicate, the next step is to consider different communication models. Due to the importance of communication, various types of models have been introduced by professionals over the years.

The model is a business of how communication works, how a message is sent, how a message is received by the other party, and how the message is ultimately interpreted and understood. Helps organizations and other institutions understand.

Various communication models

Let's take a look at some of the famous and frequently used communication models in use today.

One of the earliest communication models introduced was the Claude Shannon model. It was introduced in 1948.

This laid the foundation for the various current communication models and significantly strengthened the communication process in various areas. This model can be considered the grandfather of many later communication models.

Below is a simple diagram of this model.

The figure above clearly shows how communication takes place and can also help you determine what goes wrong.

In Shannon's model, the source usually refers to the person who uses the transmitter to send the message.This transmitter can be anything today, from phones to computers and other devices. The signals sent and received depend on the communication method.

The box called NOISE at the bottom shows the signals that can interfere with the messages being sent. This also depends on the method of communication.

The recipient is the receiving device or the person on the other side. This model is the simplest model for understanding how the communication process works.

2.  Berlo model

Another well-known communication model is the Berlo model. In this model, he emphasizes the relationship between the person sending the message and the recipient.

According to this model, the communication skills of both the source and the recipient must be the best for the message to be properly encoded and decoded. Communication is best only if the two points are proficient.

Berlo's model has four main components, each with its own subcomponent that describes its auxiliary elements.

Below is a diagram of this model.

3.  Schramm model

Meanwhile, Schramm emphasized in 1954 that when it comes to communications, both senders and receivers alternately act as encoders and decoders.

The following figure shows the model proposed by Schramm.

These models are followed by a variety of models, including the "helical" model, Aristotle's model, and a few other models.

You should always keep in mind that each of these models has both strengths and weaknesses. Some communication models try to break down the entire process for clarity, but it's not always as simple as it looks.

There are some complications involved in the communication model. This is one of the things that needs to be carefully understood in the process of understanding how these models work.

Conclusion

It should be remembered that these complications associated with communication models may only understand the tenacity of communication.

It is best for both the source (sender) and the recipient to be clear about what they want to discuss. This is also known as the message context.

This makes it much easier to decipher what the other person is saying without much problem. The process of communication should usually not have too many problems if kept simple and accurate, and the message is easily understood by both parties.

Q18) Write the Communication Processes.  (12)

A18) The process of business communication has certain other characteristics. They are:

1. Integral a part of Management Process:

Communication encompasses those activities by which the ideas, opinions and decisions of the managers are conveyed to the subordinates of various ranks. It also involves the exchange of facts, feelings, suggestions and responses between the superiors and subordinates.

Communication, during this way, puts the people into action, guides and directs their activities, regulates and co-ordinates them for correct work performance. A manager, thus, performs the management functions through communication and managerial positions become the communication centers to receive information from various sources for its transmission to relevant points.

So, communication may be a part and parcel of management function, and is, thus, an integral a part of management process. That's why, Chester I. Bernard remarks, “the first executive function is to develop and maintain a system of communication”.

2. Two-Way Traffic:

Communication doesn't only mean its downward movement from superior to the subordinates it implies both the transmission and reception. So, when conveying any information, a manager should know its reactions and responses. Otherwise, managerial task of guiding and directing are going to be ineffective.

A man should, thus, not only speak, inform and order, but should even be ready to listen, answer and interpret. Communication, therefore, involves two-way traffic from the managers to the workers and from the workers to the managers. It's not complete unless the message has been correctly understood by the receiver and its response becomes known to the sender.

3. Mutual Understanding:

The basic purpose of business communication is to cause understanding between individuals within the organization. It's a crucial element for establishing human relationships. a pacesetter can lead and a manager can direct effectively by establishing perfect understanding with the subordinates, peers and superiors within the organization.

The greater the degree of understanding presents within the communication the more possibility that act will proceed within the direction of accomplishing the goals.

4. Pervasive:

The subject-matter of business communication covers a large range and extends to all functions—purchases, production, sales, finance, recruitment, wages, dividends, market standing, innovation, productivity, etc. It also moves through all levels of management— upward, downward and sideways. Business communication is, thus, said to be a pervasive function.

5. Continuity:

Communication is an ever-present activity and without it an organization cannot exist. Communication is as necessary to an organization as blood circulation during a living body. Therefore, the managers should make sure that adequate and smooth communication flows altogether directions.

Breakdown of communication leads to misunderstanding, creation of unfavorable attitudes, hostility and conflict. So, communication must be a continual process and move up, down and sideways for active participation of all concerned.

6. Specific:

A business communication is usually specific in nature. It means a specific communication should deal with one subject at a time. This is often necessary for the effectiveness of communication. Multiplicity of subject during a communication has the likelihood of making confusion which is dangerous to sound management. It must be specific with reference to the information intended to be conveyed or received.

7. Result and not Cause:

Sound communication is that the results of competent management, not the explanation for it. Business communication may be a means to an end and acts as a tool within the hands of the managers. Successful handling of this tool depends upon the competence of the managers. It's not an independent activity, rather an important ingredient of managerial function.

So, good communication doesn't produce good manager. But good manager is almost always an honest communicator. Misconception of management process often results in poor communication.

8. Internal and External:

Business communication is primarily internal. It is, thus, a neighborhood of administrative function and intended to use to the members belonging to an organization. Orders, instructions, suggestions and even public notice announcing the annual general meeting of a corporation are a number of the examples of internal communication.

But nowadays, many communications move beyond the organizational horizons and touch the surface population exceeding the organization’s own (e.g., advertisement). Business communication may thus be internal and external.

9. Different Types:

Business communication could also be of various types—formal, informal, upward, downward, sidewise, written, oral, etc.

10. Feedback:

A communication can't be complete unless and until feedback or response of the recipient is formed. Feedback could also be written, oral or gestural. Sometimes mere silence can also constitute a feedback.

Q19) State the importance of listening. (12)

A19) Listening is a soft skill that allows people to understand the information that others convey to them. This is part of a communication skills set that includes speaking and interpersonal skills, also known as verbal communication.

Hearing is one of our five senses, physical fitness, but hearing is a skill that individuals can acquire and improve throughout their lives. Good listening skills can help you to be good in most professions, but in some professions good listening skills are essential.

Importance of Listening skills

1. Listening develops interpersonal relationships

Listening is often seen as a behavioral process in which the listener later makes a conscious effort to hear and understand the word in order to respond in both nonverbal and linguistic ways. This can occur when two individuals, one speaker and the other listener, meet, or in a group where the majority of people listen. Speakers are more confident when they see someone trying to hear their words. He feels cherished and it encourages respect and trust.

The speaker, in turn, is more harmonious with the listener and ultimately provides him with cooperation at most levels. It is true that the quality of conversation is deeper and better when people tend to listen. An intimate and intimate relationship can be built, which can lead to a positive relationship.

It helps the speaker convey his message more confidently, and this brings a meaningful conversation that proves beneficial to both parties. The importance of listening is that it develops interpersonal relationships and promotes mutual respect and understanding.

2. Listening helps to clarify the underlying problem

Listening to the conversation helps you send a strong message to the person you are interacting with. It shows your 100% involvement and your intent to understand and communicate about a given topic. The listener has the ability to influence people silently and lead to his thinking with the help of nonverbal communication. Status.

These non-verbal cues are excellent indicators of intimate and meaningful conversations and tend to have a significant impact on the speaker. Listeners can learn more about the topic by paying attention to the words as well as the speaker's body posture. He proves compelling because he can motivate and influence in the way he wants.

The importance of listening reveals a hidden underlying problem that cannot be achieved by claiming only speaking because the speaker shut down and was unable to decipher something verbally. It is useful for. Or nonverbal communication.

3. Listening develops communication skills

Listening is an important life skill that is considered the basis of human interaction. If you want to be a good communicator, the first thing you need to do is open your eyes and ears and start listening.

A good communicator is not someone who can convey your thoughts and persuade others powerfully, but someone who listens, understands, understands, and encourages conversations from both ends. It is good listening skills that show that a person is interested and listening with the intention of participating.

In most cases, listening has proven to be an important factor in facilitating productive communication. It also helps listeners see their contributions and whether they are adding important ideas, actions, or thoughts to their interactions that will be meaningful and fruitful in the long run.

The importance of listening is that it helps you develop and hone your good communication skills and see things from a different perspective.

4. Listening helps to collect facts

When someone listens to a conversation, he can gather information that might not have been visible in other situations. Nonverbal communication is as important as linguistic communication and helps to absorb facts. Collecting them keeps you in a loop and avoids jumping to unnecessary conclusions. When a person does not anticipate things, he can make informed decisions without worrying about how and why. His attention lies in what he wants to convey effectively.

If the listener is intuitive, don't forget to look for the story behind the words so he can monetize the viable opportunity. The importance of listening is to help you collect facts and make discoveries that may have a direct and indirect impact on current and future transactions.

It's easy to pay close attention to the speaker while listening. That way, you can avoid unnecessary confusion around you, see and understand the nuances of the conversation, and focus on the little things that ultimately have a big impact on you. Decision making. Listening carefully can help you determine what is not being said and what is true.

5. Listening helps avoid trivial conversations

When they are devoted to speaking, they have less chance to hear. Important facts and information are lost in the conversation. Most of us tend to be distracted and engrossed, so we don't pay much attention to the conversations that are happening with us. I try to look carefully, but the whimsical behavior of the listener tells the speaker another story. Sometimes people also continue to interrupt to cross their point of view or to seek clarification about a problem.

In such a situation, the facts are lost and the conversation goes downhill. The importance of listening is that it helps to avoid trivial conversations so that stakeholders can be relevant and responsible for important things in planning things.

6. Listening will help you to understand better

Listening is a deliberate attempt by a person to understand the words and the message behind them. It's an important skill that helps minimize the possibility of error, as the listener is tuned for every nuance of the speaker. He is paying attention to learn about the hidden meaning. The importance of listening is that it helps to develop a better understanding of facts, thoughts and ideas.

It is a creative force that acts as a magnet and encourages people to open up. Listeners are real strategic thinkers because they know the importance of this soft skill and how to get the most out of it. Most of us don't mind listening to and understanding the concerns of others, which can cause distrust and accidents during conversations.

It is important that the speaker matches your personality, and this is only possible when someone listens to his thoughts and appreciates them. The simple fact is that everyone wants to hear. When someone feels they are actually listening, it helps to foster a better understanding and mutual respect that can lead to finding amicable solutions to all problems.

7. Listening helps resolve disputes

Conflicts are common in organizations. Unfortunate clients and customers create unproductive work environments for efficient productivity. What if employees and customers talk and discuss at the same time? This causes standoffs that seem impossible to resolve of any kind. The importance of listening in such situations is that it helps resolve disputes.

When an organization's management or employees strive to listen to their customers and their dissatisfaction, it will pave the way for understanding. When someone really feels listening, he automatically begins to settle down.

It is the fact that listening promotes problem-solving opportunities by minimizing negative emotions. The real concern is to boost interpersonal relationships and promote trust that leads to dispute resolution.

8. Listening promotes a better personal life

Successful leaders and entrepreneurs recognize their success in their ability to listen effectively. It is an important skill that is equally beneficial in both personal and professional life. Those who show the ability to listen are in high demand, as others are automatically drawn to him.

By talking to the person listening to the conversation, you can understand your own words, and the speaker can understand the words and their messages and distinguish between good and evil.

The person who can hear has a vast social circle with more friends who want to associate with him on a personal level. Listeners can help increase self-confidence and self-esteem by giving credibility to the spoken language.

9. Listening promotes a better working life

In a professional environment, listening is a skill that everyone respects. Every organization wants to hire employees who can hear and understand things. This is the key to effective communication, and organizations often provide training to new and existing employees to acquire and hone this soft skill.

The listening process involves taking responsibility for, understanding, interpreting, analyzing, evaluating, and responding effectively to the underlying message. Hearing is done by the ears and the senses, but to hear it requires both the ears and the mind to be synchronized. The importance of listening is that it gives you a better perspective and helps you reach further in your professional life.

It helps improve relationships in the workplace and automatically increases employee and company productivity and efficiency. Listening is an important aspect of a working environment because it helps improve a person's knowledge of a particular problem because it is easy to collect facts by simply observing and listening.

This helps save time and energy as listeners can prevent the problem from spreading. Professional relationships thrive when one is ready to listen to others and adjust to the situation. Listening skills facilitate innovative work, increased creativity, reduced mistakes, increased efficiency, increased productivity, increased client satisfaction, and sharing of important information. If you listen carefully, your speakers will definitely feel at ease.

It also prevents misunderstandings and misunderstandings of words in conversation. When someone is willing to hear and understand the speaker's point of view, others are also ready to offer better hands in negotiations and compromise. Organizations consider listening skills to be important because they can calm turbulence and promote better trading at the negotiating table.

The workplace is an essential place to listen to information, understand the message, and evaluate it. It is a person's listening skills that help make the job more exciting and interesting, as they trust those who show empathy, understanding, and kindness by focusing and listening to their dissatisfaction.

10. Listening reassures the speaker

Listening is an important skill that allows the speaker to be undisturbed when the speaker is saying something and allows the listener to focus on the speaker's words and the underlying message. Listeners are always in the best possible seat because they can look back at the hidden emotions and messages of the conversation and think about what to do next.

The listener continues nonverbal communication through his actions and gestures to bring in further linguistic and nonverbal contributions from the speaker. The importance of listening is to get rid of the distractions and reassure the speaker. When the listener patiently empathizes with the speaker, it leads to mutual respect and understanding.

Listening is the process by which the listener can dig up new information, ponder the opinions of others, and gain new perspectives on how to see the world, especially his surroundings. You can connect speakers and listeners to increase productivity in the future.

Q20) What are the General barriers to listening?  (8)

A20) There are many things that can get in the way of listening, but you need to be aware of these barriers in order to be a more effective listener. Many of them are bad habits. Barriers to effective listening and bad habits include: