communication skills paper 2019 - Bangalore North university.

Communication skills paper 2019 solved Bangalore university question paper 19 unsolved paper Bangalore North university.

1. Here's a breakdown of the key differences between formal and informal communication: Formal Communication (Official, Structured) Channels: Follows official channels like emails, reports, presentations, or meetings with a set agenda. Style: Uses professional language, adheres to grammar rules, and maintains a serious tone. Purpose: To convey official information, instructions, policies, or reports. Flow: Top-down or hierarchical, following the chain of command. Documentation: Documented and archived for future reference. Informal Communication (Unofficial, Spontaneous) Channels: Occurs through casual conversations, hallway chats, social gatherings, or quick messages. Style: More relaxed and conversational, using slang, humor, or personal anecdotes. Purpose: To share ideas, build relationships, discuss personal matters, or brainstorm. Flow: More open and flexible, can move in any direction. Documentation: Not documented, relies on memory or individual interpretations. differentiate between formal and informal communication .5 marks

2. the biggest problem in communication is that we do not listen to understand we listen to reply''. discuss . 5 marks Absolutely, here's a discussion on the biggest problem in communication being listening to reply, not understand : The Problem The saying "We don't listen to understand, we listen to reply" captures a major barrier to effective communication. It highlights our tendency to focus on formulating our response while the other person is still speaking, rather than truly paying attention to their message. Reasons for this Behavior There are several reasons why we might fall into this trap: Desire to Share Ourselves: We may be eager to share our own thoughts or experiences, interrupting the speaker to get our point across. Formulating Counter-Arguments: We may anticipate the other person's point and start formulating a counter-argument before they've even finished speaking. Distractions: We may be distracted by external factors like our phones or internal thoughts, preventing us from fully concentrating on the speaker. Consequences of Poor Listening This behavior can lead to a cascade of negative consequences: Misunderstandings: When we don't listen attentively, we're more likely to miss key points or misinterpret the speaker's intent. This can lead to confusion, frustration, and conflict. Ineffective Communication: Conversations become a back-and-forth of pre-formulated responses rather than a collaborative exchange of ideas. This hinders creativity, problem-solving, and decision-making. Damaged Relationships: People feel unheard and unimportant when they aren't listened to attentively. This can damage relationships, both personal and professional. Improving Listening Skills The good news is that we can improve our listening skills with conscious effort. Here are some tips: Practice Active Listening: Pay close attention to the speaker, make eye contact, and nod to show you're engaged. This demonstrates that you're interested in what they have to say. Ask Clarifying Questions: Don't be afraid to ask questions to ensure you understand the speaker's message. This shows you're engaged and helps prevent misunderstandings. Summarize Key Points: Briefly restate what you heard to confirm your understanding. This demonstrates that you've been paying attention and gives the speaker a chance to correct any misinterpretations. Be Patient: Give the speaker time to fully express themselves before responding. Avoid interrupting or jumping to conclusions. Conclusion By truly listening to understand, we can foster better communication, stronger relationships, and more productive interactions. The next time you're engaged in a conversation, make a conscious effort to listen attentively and understand the other person's perspective. You'll be amazed at the difference it makes.

3. define a communication network? explain different types of communication networks in organization. 5 marks A communication network in an organization refers to the pattern of information flow between its members. It describes the channels employees use to share ideas, instructions, and updates. Here's a breakdown of different types of communication networks in organizations : 1. Chain Network : Structure: Follows the hierarchy, with information flowing vertically between superiors and subordinates. Flow: Information travels one person at a time, taking longer to reach everyone. Example: A manager gives instructions to team leads, who then relay them to team members. 2. Wheel Network : Structure: Centralized, with all communication flowing through a single person or department. Flow: Information originates from the center and radiates outwards. Example: A project manager receives updates from team members and disseminates information to everyone. 3. Star Network: Structure: Similar to the wheel, but information can also flow directly between team members, with a central figure for guidance. Flow: Information originates from the center and can also flow horizontally between team members. Example: A team leader provides direction but allows team members to collaborate directly. 4. All-Channel Network : Structure: Open and decentralized, with information flowing freely in all directions. Flow: Communication is unrestricted, allowing for quick information sharing and collaboration. Example: A team uses a project management tool where everyone can see updates and discussions. 5. Grapevine Network : Structure: Informal network of unofficial communication channels. Flow: Information travels through rumors, gossip, and personal connections, often bypassing official channels.

4. how is E-mail communication in an office made more effective? 5 marks Here are 5 ways to make email communication in an office more effective : Clarity and Concision : Subject Line: Craft a clear and concise subject line that accurately reflects the email's content. Body: Use clear and concise language, avoiding jargon or overly complex sentences. Structure your email with a clear introduction, body, and conclusion. Targeted Recipients : Avoid sending mass emails. Instead, carefully consider who needs the information and only include them as recipients. Actionable Requests : Clearly state what action you expect the recipient to take. Use phrases like "Please reply by..." or "Could you please update me on..." Proofreading : Always proofread your email for typos and grammatical errors before hitting send. A polished email conveys professionalism and avoids misunderstandings.

5. explain the various types of written communication and where they are used. 10 marks Written Communication: Types and Applications Written communication plays a crucial role in various aspects of our lives, especially in professional settings. Here's a breakdown of some common types of written communication and their typical uses (10 marks): 1. Formal Communication : Characteristics: Professional tone, adheres to grammar rules, uses formal language. Applications: Business Letters: Used for official communication with external parties like clients, vendors, or potential employees. (1 mark) Reports: Provide detailed information or analysis on a specific topic. Used for project updates, financial statements, or research findings. (1 mark) Official Documents: Contracts, legal agreements, company policies, and memorandums (memos) all fall under this category. (1 mark) 2. Informal Communication : Characteristics: Conversational tone, allows for personal anecdotes or humor. Applications: Emails (Internal): Quick communication within an organization for updates, requests, or casual discussions. (1 mark) Instant Messages: Short, real-time communication for quick questions or confirmations. (1 mark) 3. Informational Writing : Characteristics: Provides factual information in a clear and concise manner. Applications: Articles: Informative pieces on various topics, like news articles, blog posts, or user manuals. (1 mark) Brochures & Pamphlets: Informative materials used for marketing or public awareness campaigns. (1 mark) 4. Creative Writing : Characteristics: Uses artistic language and storytelling techniques to entertain or evoke emotions. Applications: Fiction: Novels, short stories, poems, and plays all fall under creative writing. (1 mark) Marketing Copy: Writing used in advertising campaigns to capture attention and influence purchasing decisions. (1 mark) 5. Instructional Writing : Characteristics: Provides clear and step-by-step instructions on how to complete a task. Applications: How-to guides: Tutorials, recipes, assembly instructions all aim to guide the reader through a process. (1 mark)

6. discuss the qualities required to be good at public speaking. what are the points to keep in mind while making a presentation using power point slides? 10 marks Qualities of a Good Public Speaker : 1. Confidence & Poise: Believing in yourself and your message projects outward and engages the audience. Maintain good posture, eye contact, and a steady voice to convey authority. 2. Clarity & Organization : Structure your speech logically, with a clear introduction, engaging body, and impactful conclusion. Use concise language and avoid jargon to ensure everyone understands your points. 3. Passion & Enthusiasm : Your passion for the topic is contagious. Speak with conviction and genuine interest to capture the audience's attention and keep them engaged. 4. Storytelling & Examples : Weave relatable stories and anecdotes into your speech. Concrete examples help illustrate your points and make your message more memorable. 5. Vocal Variety & Body Language : Modulate your voice for emphasis, avoid monotone delivery. Use natural hand gestures and facial expressions to reinforce your message without being distracting. PowerPoint Presentation Tips : 1. Focus on Supporting Your Speech : Slides are visual aids, not a script. Use concise bullet points, impactful images, and clear charts to complement your spoken message. 2. Keep it Simple & Readable : Limit text per slide, use large fonts, and maintain a consistent color scheme for better readability. Avoid clutter and allow the audience to focus on both you and the slides. 3. Practice Makes Perfect : Rehearse your presentation beforehand to ensure smooth transitions and proper timing. Practice with your slides to avoid awkward pauses or fumbling between points. 4. Engage Your Audience : Incorporate interactive elements like polls or Q&A sessions to keep the audience engaged. Encourage interaction through eye contact and open body language. 5. Be Prepared for Tech Issues : Have a backup plan in case of technical difficulties. Consider printing handouts or being able to deliver your core message without the slides.

7. Effective communication is a two-way process with several key stages. Here's a breakdown of the communication process along with a diagram for better understanding Stages of Communication : Sender : The communication process begins with the sender, the person who has a message or idea to convey. Encoding : The sender translates their thoughts and ideas into a message that can be understood by the receiver. This involves choosing words, nonverbal cues (body language, facial expressions, tone of voice), and a channel for transmission. Message : The message is the actual content being communicated, which can be verbal (spoken words) or nonverbal (body language, facial expressions, images, etc.). Channel : The channel is the medium through which the message is transmitted. Examples include face-to-face conversation, phone calls, email, text messages, social media, presentations, etc. Receiver : The receiver is the person or group who receives the message. Decoding : The receiver interprets the message based on their own experiences, knowledge, and cultural background. They try to understand the meaning the sender intended to convey. Feedback : Feedback is the receiver's response to the message. It can be verbal (e.g., saying "Okay") or nonverbal (e.g., nodding). Feedback allows the sender to gauge if the message was received and understood as intended. Noise : Noise refers to any internal or external factor that can disrupt the communication process and hinder understanding. This can include: External noise: Distractions like background noise, technical difficulties, or interruptions. Internal noise: Preoccupation, biases, cultural differences, or lack of attention on the part of the sender or receiver. Effective communication requires overcoming these barriers and ensuring all stages of the process function smoothly. By understanding this model and potential roadblocks, individuals can improve their communication skills and ensure their messages are effectively sent, received, and understood. explain the process of communication with suitable diagram . 10 marks