Business Communication - Self Assesment

 UNIT 1: Communication in Business:  

SELF ASSESMENT QUESTIONS

Fill in the blanks

1 When we speak without putting thoughts into words,

Then the communication is Internal or Intrapersonal

2 when words communicate something other than what is

Meant then the communication is said to be Unintentional

3 Middlemen who deal with information are known as

Infomediaries

4 The neutral third party that helps to communication on

Behalf of the subordinate with the superiors is known as

Ombudsmen

5 The procedure that an organization has developed to

Perform a particular task is known as operating plan

Q5 State whether the following is true or false:

a __T_ Human communication is more nonverbal than

verbal.

b _F__ Communication between two individual is

Intrapersonal. ---Correct Ans: Interpersonal

c _T_ In determining one’s communication skills audio

and video is better than e-mail.

d _F_ Information relating to strength and weakness of

the competitor is known as external information.

e __T_ All orders are not instructions, but all instructions

are orders.

f _F__ Horizontal communication is among people at

different communication network--- Ans : Diagonal

g __T_- Grapevine usually carries more information than

the formal communication network.

h _T__ Grapevine helps people to receive social

satisfaction

i _F__ Encouraging the use of e-mail is not a healthy practice because it distorts the organizational hierarchy

j __F__ Telecommuters are not considered as essential

part of the corporate world. 

UNIT 2 Process of Communication:

STATE TRUE OR FALSE

a. The flow of communication is simultaneous in All direction in the

Transmission model F

The essential element for this transmission is a medium/channel T

Business communication has limited opportunities for feedbacks and hence difficult to correct misunderstandings T

When the message is not acceptable, then it may give rise to negative

Feelings and the communication can (not) breakdown and receive proper response F (T)

Each time the receiver of the message is different, the approach of

Communicating the message must also change T

When more than one message is sent on the same subject there is a good possibility of contradictions. T

Feedback is useful and the sender may (not) have control over the

Communication situation. F ( T)

Transmission of a message may be blocked ( Distorted) by too many Transmission Links. F ( True)

Visual impairment does not hinder the reception of message. F

Differences between sender and receiver are bridged by sharing other

Person’s perspective.( View) --- T

Unit 3: Psychological and Cultural Dimensions of BC:

State True or False

a. We can be somebody provided others recognize us as somebody. T

b. Non verbal communication using eye movements is called kinesics. F ----Correct Ans: Oculesics.

c. Creative people make a better quality of life for everyone around…T

d. Facial expressions cannot enlarge verbal message. ……….F

e. Black colour refers to a company that is going in loss. ….F

UNIT 4. LISTENING

True or false

a Listening intently is a mode of awareness. T

b. Our preconceptions can aid our listening skills. ……?…….

c. Distracted listening is active dysfunctional listening. … T

d. Don’t listen to other the way you would want them to listen to you…F

e. While writing down notes during a communication process

assume the role of stenographer. …….F 

UNIT 5 :Writing Process ---Planning:

Communication can be of two types.

a. interpersonal

b. intrapersonal

External agencies that an organization has to communicate with?

a. suppliers

b. consumers

c. share holders

d. customer

e. principle

Five Stages of business communication.

a. planning,

b. composing

c. revising

d. Formatting

e. Proof Reading

Fill in the blanks

a. The purpose of the message determines contact,organization,style,tone and format.

b. You can loose credibility by writing message that has no impact.

c. Depending on your purpose, you will choose a channel for your message

d. The key to effective communication is to determine the audience’s needs and respond to them.

e. You can present your message to two basic channels oral or written

Q5 THREE GENERAL PURPOSES OF BUSINESS MESSAGES

A. To inform

B. To persuade

C. To collaborate

Q6. How can u test purpose of your message

A. Is the purpose realistic

B. Is it the right time?

C. Is it the right person to deliver the message to?

D. Is the purpose acceptable to both organizations?

Q7. Three factors of the audience would you identify –Analysing the Audience:

a. characteristics of the audience

b. the writer, reader relationship

c. Factors associated with the occasion.

Q8 Factors defining reader-writer relationship when planning a communication:

a. relative status

b. distance

c. intra personal relation

Q9 Four occasion based factors for planning documents for your readers

1. Initial audience---------- First directed

2. primary audience……. Directed addressed

3. secondary audience……not addressed/Interested in Commn

4. other audience…… outside the immed occasion/Retain interest

Unit 6 –Writing Process –Organizing , Composing & Revising Bus Mesg:

Fill in the blanks

a. Disorganized communication can cause LOSS and CONFUSION

b. arranging your ideas LOGICALLY in proper STYLE and tone will help satisfy the various needs of the audience

c. a well organized message can be a MOTIVATING factor for the audience to accept the message

d. an OUTLINE helps you to remain within a defined framework and help you to remain organized.

e. Two kinds of bias in a message could be SEXIST Language AND RACIAL ETHNIC

MATCH THE FOLLOWING

Human mind …………….. stores information

Disorganized message ……………..bad commentary on communication

Lack of reflection …………….. results in illogical sequence

Direct approach ……………. Deductive

Persuasive message ……………. Indirect approach

“You” attitude ……………. Establishes empathy

Guess work …………….. includes irrelevant information

Organized message ……………… saves time of the audience

Indirect approach …………. Inductive

Outlining ……… defines ideas and establishes sequence

Characteristics of Disorganized communication

1. lack of reflection……… illogical result/sequence

2. guess work ………. Irrelevant information

3. not applying mind ------ Necessary information is left over/ignored

4. not sure of oneself. Poor presentation skills/ doesn’t know how to present the topic.

UNIT 9 SHORT AND LONG REPORTS

EXPLANATORY NOTES.

a. Statement of purpose

b. Correlations statistical relationship between two or

many variables.

c. Averages one number represents a group of

members

d Justification reports internal report used to persuade top

management to approve a investment

or a project.

Answer the following:

1. Four components of a memo

Date

To

From

Subject

2. Two types of informational reports

Periodic reports

Personal activity report

3. Three types of analytical reports

Justification reports

New business proposal to outside client

Troubleshooting report

4. Two types of outlining methods

Alphanumeric and decimal system

5. Three kinds of averages

Mean: arithmetic mean

Median: ordered set of values, below and above

Mode: frequent value- commonly used

UNIT 10 : EFFECTIVE PRESENTATION

MATCH THE FOLLOWING

Oral presentation extempore (Without Preparation)

Ceremonial presentation tribute

Residual message (Core-Idea) steps in listeners mind

Demography collection and study of profile

Capture attention ( Rapport) using humour

Coordination of things or forces correlation

Statistics is used to indicate trends

Graphics visuals Presentation emphasize important

Information presentations they are numerable ---???in Doubt

Thesis (Specific Purpose) single declaration statements

UNIT 11 INTERVIEWS AND MEETINGS

TRUE OR FALSE

1. Interviews are a planned conversation between two people T

2. Job interview are fairly informed and instructed. F

3. Exit interview encourage personal gripes F

4. Counselling interviews deal with correction of behaviour F

5. Evaluation interviews require critical and emphatic

Listening skill T

6. Domineering chairpersons block free expression T

7. Long meetings are essential for effective meetings F

8. Decision making meetings are conserved with persuasion T

9. You could conduct a meeting with just a list of points to be discussed F

10. Circulating the minutes is the task of the chairperson. T 

UNIT 12 GROUP COMMUNICATION

Match the following

Argumentativeness Fondness for arguing

Negotiation Planned process of communication

to produce mutually desirable

outcome.

Cohesiveness degree to which group hangs

together.

Conformity agreement with set of ideas or

principles.

Norms standards for appropriate behaviours

Positioning moving the focus of negotiation

Content goals obvious reasons for disputes

Communication strengths and weaknesses you possess

competence conflict situation.

Verbal aggressiveness tendency to attack personalities.

Groupthink the tendency of group members to

(Can lead to Poor decision Making ) seek agreement 

UNIT 13 RESUMES AND EMPLOYMENT LETTERS

MATCH THE FOLLOWING

Portfolios displays your assets

Follow up letter keep file active

Application letter sales letter

Resume marketing yourself

Application form sales letter

Work enjoyment values creativity

Work condition values time freedom

Application conclusion. win an interview

Job motivator chances of promotion

Traditional reverse chronological order 

UNIT 14 COMMUNICATIONS WITH TECHNOLOGY

MATCH THE FOLLOWING ---Pls double check the Answer

Technology in communication process e-communication

System of networked computers Internet

Gives “cyber presence” static website

Encourages two-way communication interactive website

Drawing visitors to the site virtual marketing

Increases employee collaboration intranet

Increased use of internet and intranet low dynamism

Information fatigue system technostress

Alteration of vital information viruses

Used to create a presentation powerpoint 

Unit 15: Formats for Business Documents:

State True or False:

1. For Short and Routine Letters we may use A4 Paper ---F

2. Executive Letterhead bears the name of the person in the company: ---T

3. 26^th Dec , 2006 is correct way of writing the date -----F

4. Attention line is written two spaces below the inside address ----T

5.Typist’s initials are the identification mark in the letter ----T

6.Courtesy title is a must in a memo -----F

7.Transmittal letter introduces the subject of the report ----T

8.Open Punctuation uses comma after the salutation ----F

9.Appendixes are listed after the table of content ----T

10.Table of content is a locating device for the topics ----T

Fill in the blanks : --Appeared in the latest assignments.

1.Some letterheads contain two lines to indicate -----References

2.Almost all letters are typed ----- Single spaced.

3.Complimentary close is a Polite way of ending the letter

4.Many letters loose out by sending them in envelops that are not good enough.

5.The Standard Address line is used , place date line immediately below address. ( don’t confuse with Inside address)