Q.6. How do poor listening skills affect inter-personal communication? (2011 - 12)
Related Questions -
Q. What is the impact of good listening skills on a successful professional? (2013 - 14)
Ans. A common obstacle to communication is poor listening habits. We should remember that listening and hearing are not the same. Hearing is a passive exercise while listening requires careful attention and accurate decoding of the signals received from the speaker. Misunderstanding and conflicts can be mitigated if people listen to the message with attention. The various distractions that hinder listening can be emotional disturbances, indifference, aggressiveness, and wandering attention.
Sometimes, an individual is so engrossed in his own thoughts and worries that he is unable to concentrate on listening. If a superior goes on shifting the papers on his desk while listening to his subordinate, without making eye contact with the latter, he pays divided attention to the speaker’s message. This divided attention adversely affects the superior-subordinate relationship, beside distorting the communication.
Thus, business executives should not only be good speakers but also good listeners. This can be done by paying proper attention to the speaker through non-verbal responses, and asking questions at the appropriate moment. Do not jump to conclusions hastily, but maintain your composure and allow the speaker to finish before interpreting his message.
Q.7. Explain the flow of communication.
Related Questions -
Q. Discuss the organisational flow of communication. (2009-10)
Q. In what direction can information travel within an organization’s formal hierarchy?
Q. What is usual internal flow of communication in Govt. owned organizations. Pin point lucidly. (2011 - 12)
Ans. Flow of Communication: -
Information flows in an organization both formally and informally. The term formal communication refers to communication that follows the official hierarchy and is required to do one’s job.
Internal-operational and external operational communication can be described as formal. Information of various kinds flowing through formal channels, such as policy or procedural changes, orders, instructions, confidential reports, etc., is classified as formal communication.
Communication can flow in various directions –
(i) Downward Communicational: -
The communication flows from high official to inform, instruct, advice, or request their subordinates is known as downward communication. Such communication increases awareness about the organization among subordinates and employees.
It can take any form memos, notices, face to face interaction, or telephone conversation.
(ii) Upward Communication: -
When subordinates send reports to inform their superiors or to present their findings and recommendations, the communication flows upward suggestion boxes, employ attitude, survey, grievance procedures, superior subordinate decisions (decision taken for the subordinate by his superior), review reports provide restricted information to top management.
(iii) Lateral or Horizontal Communication: -
The communication which takes place among equivalent employees hierarchically in an organization is known as Lateral or Horizontal Communication.
It enables the sharing of information with a view to apprise the peer group of activities of a department.
For e.g. – The Vice President (Marketing) sending some survey results in the form of a memo to the Vice President (Production) for further action is an example of lateral communication.
(iv) Cross Wise Communication or Diagonal Communication: -
This type of communication flows in all direction and cuts across function and levels in an organization.
For e.g. – When a sales manager communicates directly with the Vice President (Production), who is not only in a different division but also at a higher level in the organization, they are engage in diagonal communication.
The increased use of e-mail also encourages cross-wise communication.
Q.8 How is Language essential tool of communication? (2013 - 14)
Ans. Characteristic features of language: -
Go through Q.4.
Language is a tool of communication: -
Language is the most remarkable tool that man has invented. It enables him to express his ideas and emotions emphatically. To quote T. Balasubramanian, “Language has a very important social purpose, because it is mainly used for linguistic communication”.
It is language which distinguishes man from the animal world. Thus, man has a genuine need of linguistic communication. It is an important aid for socialization for it fosters emity and brotherhood round the globe. People of different castes and creed, of different ethnic groups and also of different nationality can share their views with one another if they know one another’s language.
Q.9 Write a note on the importance of technical communication.
Related Questions -
Q. Could you work better/compete better than others as an individual or as an organization without data/information and its relevant communication in contemporary scenario? Analyse the importance of technical communication in the light of above situation. (2011 - 12)
Q. Mention the significance of Technical communication. (2009-10)
Ans. The Importance of Technical Communication: -
Technical communication plays a pivotal role in an organization, whether it is a business enterprise, an industry, or an academic institution. All managerial or administrative activities involve communication, be it planning, organizing, recruiting, coordinating, or decision-making. Communication serves as an instrument to measure the success or growth of an organization. For example, papers published by research and development organizations bring to light their progress.
The success of any organization is largely recognized by the quality and quantity of information flowing through its personnel. The various types of communication not only help an organization to grow, but also enable the communicators to develop certain attributes.
The present century is known for the growth of industries, science and technology. There is revolution in the field of communication technology and the scope of technical communication is very wide. Today we have innumerable national and international companies in our country. Consequently, technology has become the watch word of the present century. There is urgent need of fast means of communication. Today we have advanced means of communication such as computers, e-mail, internet, mobile phone etc. which help the technocrats in various fields.
Technical communication in an organization can be divided into two parts: oral and written. Both are equally important, as it cannot be specified which of these is used more in an organization. However, an organization becomes an organized whole because of its communication. It is communication which enables employees to work together. It is the vehicle through which management performs all its functions. It is impossible for an organization to survive without communication, for all its activities would come to a standstill. Therefore, its importance can never be undermined.