Lesson 6: Communicating

Question 1

Morris Philip Wolf and Shirley Kuiper define _______________ as a process of sharing information through symbols, including words and message.

Answer 1

communication

Question 2

________________ may happen between superior and subordinate, between peers, between a manager and a client or customer, between an employee and a government representative, etc.

Answer 2

Communication

Question 3

4 functions of communication:

1. ____________ function - Information provided through communication may be used for decision-making at various work levels in the organization. A construction worker, for instance, may be given instructions on the proper use of certain equipment. This will later provide him with a guide in deciding which equipment to use in particular circumstances.
2. _______________ function - Communication is also oftentimes used as a means to motivate employees to commit themselves to the organization’s objectives.
3. ___________ function - When properly communicated, reports, policies, and plans define roles, clarify duties, authorities and responsibilities. Effective control is, then, facilitated.
4. ___________ function- When feelings are repressed in the organization, employees are affected by anxiety, which, in turn, affects performance. Whatever types of emotions are involved, whether satisfaction, dissatisfaction, happiness, or bitterness, communication provides a means to decrease the :internal pressure affecting the individual.

Answer 3

1. Information function
2. Motivation function
3. Control function
4. Emotive function

Question 4

The communication process consists of how many steps?

Give them all.

Answer 4

eight

1. develop an idea
2. encode
3. transmit
4. receive
5. decode
6. accept
7. use info
8. provide feedback

Question 5

The most important step in effective communication is _________________.

Answer 5

developing an idea

Question 6

The second step is ____________ the idea into words, illustrations, figures, or other symbols suitable for transmission.

Answer 6

encoding

Question 7

After encoding, the message is now ready for transmission through the use of an appropriate communication _____________.

Among those include include spoken word, body movements, the written word, television, telephone, radio, an artist’s paint, electronic mail, etc.

Answer 7

channel

Question 8

The actual receiving of the message by the intended receiver.

Answer 8

receive

Question 9

This step means translating the message from the sender into a form that will have meaning to the recipient

Answer 9

Decode

Question 10

The next step is for the receiver to accept or reject the message. Sometimes, acceptance (or rejection) is partial.

Answer 10

Accept

Question 11

The factors that will affect the acceptance or rejection of a message are as follows:

Give the 3.

Answer 11

1. the accuracy of the message;
2. whether or not the sender has the authority to send the message and/or require action;
3. the behavioral implications for the receiver.

Question 12

Communication consists of two minor forms:

Give the 2.

Answer 12

1. Verbal Communication
2. Non-verbal Communication

Question 13

This form of communication are those transmitted through hearing or sight.

Answer 13

Verbal Communication

Question 14

Verbal communication is categorized into two classes:

Give the 2.

Answer 14

oral and written

Question 15

This class of verbal communication mostly involves hearing the words of the sender, although sometimes, opportunities are provided for seeing the sender’s body movements, facial expression, gestures, and eye contact. Sometimes, feeling, smelling, tasting, and touching are involved.

Answer 15

Oral Communication

Question 16

where the sender seeks to communicate through the written word.

Answer 16

Written Communication

Question 17

This class of verbal communication is a means of conveying message through body language, as well as the use of time, space, touch, clothing, appearance, and aesthetic elements. Body language consists of gestures, bodily movement, posture, facial expression, and mannerisms of all kinds.’

Answer 17

Non-verbal Communication

Question 18

Give the 3 barriers of communication.

Answer 18

1. personal barriers
2. physical barriers
3. semantic barriers

Question 19

_____________ barriers are hindrances to effective communication arising from a communicator’s characteristics as a person, such as emotions, values, poor listening, habits, sex, age, race, socioeconomic status, religion, education, etc.

Answer 19

Personal

Question 20

__________ cloud the communicator’s ability to judge correctly the real meaning of messages received. People with different values will find it hard to communicate with each other. Poor listening habits of a receiver frustrate the communication efforts of a sender.

Answer 20

Emotions

Question 21

____________ barriers refer to interferences to effective communication occurring in the environment where the communication is undertaken. The very loud sound produced by a passing jet temporarily drowns out the voice of a guest delivering a speech. Such distraction does not allow full understanding of the meaning of the entire message and is an example of a physical barrier.

This include distances between people, walls, a noisy jukebox near a telephone, etc.

Answer 21

Physical

Question 22

___________ is the study of meaning as expressed in symbols. Words, pictures, or actions are symbols that suggest certain meanings. When the wrong meaning has been chosen by the receiver, misunderstanding occurs. Such error constitutes a barrier to communication.

Answer 22

Semantics

Question 23

A ____________ barrier may be defined as an “interference with the reception of a message that occurs when the message is misunderstood even though it is received exactly as transmitted .

Answer 23

semantic

Question 24

Communication may be classified as to the types of flow of the message which are as follows:

Give the 3.

Answer 24

1. Downward
2. Upward
3. Horizontal

Question 25

_____________ communication refers to message flows from higher levels of authority to lower levels

Answer 25

downward

Question 26

Among the techniques used in downward communication are as follows: letters, meetings, telephones, manuals, handbooks, and newsletters. __________ are appropriate when directives are complex and precise actions are required. ____________ are useful sources of information regarding company policy, procedures, and organization. ______________ provide more specific information about the duties and privileges of the individual worker.

Answer 26

1. Letters 2. Manuals 3. Handbooks

Question 27

____________ communication refers to messages from persons in lower-level positions to persons in higher positions. The messages sent usually provide information on work progress, problems encountered, suggestions for improving output, and personal feelings about work and non-work activities.

Answer 27

Upward

Question 28

Among the techniques used in upward communication are: formal grievance procedures, employee attitude and opinion surveys, suggestion systems, open-door policy, informal gripe sessions, task forces, and exit interviews. 1. _____________. Grievances are part of a normally operating organization. 2. _____________. Finding out what the employees think about the company. 3. _____________. Suggestions from employees are important sources of cost-saving and production enhancing ideas. 4. _____________. even on a limited basis, provides the management with an opportunity to act on difficulties before they become full-blown problems. 5. _____________. can be used positively if management knows how to handle them. 6. _____________. When a specific problem or issue arises, a task force may be created and assigned to deal with the problem or issue. 7. _____________. When employees leave an organization for any reason, it is to the advantage of management to know the real reason.

Answer 28

1. Formal Grievance Procedures. 2. Employee Attitude and Opinion Surveys. 3. Suggestion Systems. 4. Open-door policy. 5. Informal Gripe Sessions. 6. Task Forces. 7. Exit Interviews

Question 29

________________ communication refers to messages sent to-individuals or groups from another of the same organizational level or position.

Answer 29

Horizontal

Question 30

________________________ is defined by Boone and Kurtz as "an organized method of providing past, present, and projected information on internal operations and external intelligence for use in decision-making.

Answer 30

Management information system (MIS)