Study Business Communication and Etiquette descriptive type question answer. Answer has written in short form, so you can memorize easily and write answer easily in descriptive way.
Chapter wise question answer for easy memorize.
CHAPTER 1: COMMUNICATION IN WORKPLACE
Q1. What is communication? In business organizations, communication performs several roles. Discuss.
Answer: Communication means to inform, to tell, to show, or to spread information i.e., it may be interpreted as an interchange of thought or information to bring about understanding and confidence for good industrial relations in various roles, namely, communication with directs, peers or bosses.
Q2. Does communication make a business successful? Give your view and support with an example.
Answer: Business communication asserts, sustains and animates business relations and therefore has the capability of making relations or breaking relations.
Q3. Is listening important in communication? Explain the importance of listening while discussing about listening as behaviour.
Answer: Listening can be viewed as a form of behaviour that is an integral part of the on-the-job communication process due to the time spent doing the same- listening. Managers agree that ‘active listening’ is the most crucial skill for becoming a successful manager.
Q4. List down points of how to be a good listener. Also distinguish between a good and a bad listener.
Answer: Listening skills can be improved with critical discrimination or conscious effort and there are plethora of points that can distinguish a good listener from a bad listener.
Q5. Discuss about the significance of communication keeping in view the broad forms that it takes in an organization.
Answer: The significance of communication in business is indisputable and becomes more so with the three forms it takes in an organization – internal-operational, external-operational and personal.
Q6. What are the principles of interpersonal communication?
Answer: The principle that underlie the workings in real life of interpersonal communication are that it is: inescapable, irreversible, complicated and contextual.
Q7. Explain how one-way and two-way communication falls within the spectrum of verbal and non-verbal communication.
Answer: One-way communication is characterized by absence of feedback from the receiver to the sender and if non-verbal communication is written takes the form of one-way communication. Two-ways communication requires active feedback from the receiver to the sender to assure that the receiver has understood the same message which the sender meant to convey and since verbal communication implies face-to-face interaction it clearly takes form of two-way communication.
Q8. What do you understand by communication network in an organization? Is grapevine important for an organization to exist?
Answer: The institutionalization of communications, by the execution of formal or informal lines, may lead to assign a positive or negative value, respectively to the communications within the enterprise culture, thereby advocating people to communicate.
Q9. What are the 7 Cs of effective communication?
Answer: There are 7 Cs of effective communication which are: Completeness, Conciseness, Consideration, Clarity, Concreteness, Courtesy, and Correctness.
CHAPTER 2: COMMUNICATION SKILLS: VERBAL AND NON-VERBAL
Q1. Define verbal communication. What are the advantages of oral communication?
Answer: Verbal communication relates to the form of communication in which message is transmitted verbally, communication is done by word of mouth or a piece of writing and therefore it has number of advantages.
Q2. What is oral communication? How to make oral communication effective?
Answer: Oral communication means spoken communication or communication through speech. For oral communication to be effective the following points must be adhered to: Clarity, Brevity, Precision, Right words, Avoid Hackneyed Phrases and Clichés, Understand the Listener, Natural Voice, Logical Sequence, Conviction
Q3. What is written communication? List its advantages and disadvantages.
Answer: Written communication is the most common form of communication being used in business and it may be may be published or hand written. In the light of this statement it has a number of advantages and disadvantages.
Q4. For one to master verbal communication, what are the skills required?
Answer: Verbal communication is just as crucial in our personal lives as in our professional lives and to master it we must follow the following: Be friendly, Think before you speak, Be clear, Don’t talk too much, Be your authentic self, Practice humility, Speak with confidence, Focus on your body language, Be concise, Learn the art of listening.
Q5. What is non-verbal communication? Highlight its elements with examples.
Answer: Non-verbal communication is the sending or receiving of wordless messages and its elements are: Appearance, Body Language, Sounds.
Q6. Describe the different types of non-verbal communication.
Answer: There are many different types of non-verbal communication, namely: Facial expressions, Body movements and posture, Gestures, Eye contact, Touch, Space, Voice.
CHAPTER 3: ORGANISATIONAL COMMUNICATION
Q1. What do you understand by organisational communication?
Answer: Organisational communication refers to the forms and channels of communication among members of organisations such as corporations, non-profits or small businesses.
Q2. What are the reasons for importance of organisational communication?
Answer: Following are the reasons for the importance of organisational communication: Directions of Communication, Leading, Rationalizing, Problem-solving, Conflict, Management, Gaining Compliance.
Q3. What do you understand by internal communication? What do managers use downward communication for?
Answer: Within forms of communication within organisations, one of the most critical concepts is directionality and internal communication forms a part of it. Within the same downward communication is used by the managers to convey work-related information to the employees at lower levels.
Q4. How important is horizontal communication to an organisation? Explain the flow of horizontal communication with the help of a diagram.
Answer: The communication which occurs at same levels of hierarchy is known as lateral or horizontal communication, that is, communication between managers, between peers at same levels or between any horizontally equivalent organisational members is horizontal communication. It generally involves coordinating information and permits people with the same rank in an organisation to collaborate or cooperate and so is crucial in its existence.
Q5. What is grapevine communication? What are its types and disadvantages?
Answer: Grapevine communication is a form of informal communications in business that develops within an organization. There are four different kinds of grapevine communication, which are: Single Strand Chain, Gossip Chain, Probability Chain, Cluster Chain.
Q6. What is communications audit? What are its steps?
Answer: Communications audit is an assessment of the effectiveness and credibility of current communication vehicles and media, including publications, web site, intranet, blogs, town meetings, face-to-face communication, and other communication media which comprises of 10 steps.
CHAPTER 4: FUNDAMENTALS OF BUSINESS WRITING
Q1. “Business writing is one of the simplest forms of writing.” Comment.
Answer: Business writing is one of the simplest forms of writing since it is supposed to convey a message in the most simplest way and being specific.
Q2. Discuss how adaptation and selection of words is crucial to business writing.
Answer: The capability to writing clearly relies not on our audience itself, but on how much we know about our audience. For writing to be clear, it must adapt to the reader. A major portion of adaptation is choosing the right words i.e., selection.
Q3. What is the way to develop effective sentences in business writing?
Answer: Words are regarded as the building blocks of communication and sentences are considered as the rows of blocks, which must be properly planned and well laid out to make effective sentences while writing.
Q4. What is paragraph development? What should be its elements?
Answer: Every paragraph is a significant part of the whole, a key link in the train of thought and so it should be well developed and to ensure that one must focus on: Topic of sentence, Related sentences and transitional words and phrases.
Q5. Which points should be ensured while writing for multiple readers? Also, what is audience analysis?
Answer: When writing for multiple readers one must ensure certain important points. Audience analysis is central to the success of any message: to capture and hold an audience’s attention and to motivate readers and listeners, you must shape your message to fulfill the audience’s goals, interests, and needs.
Q6. What is persuasive writing? What are its focus points?
Answer: Persuasion is a vital tool one should master to attain professional success in the business world keeping the few points in mind: Grabbing the Reader’s Attention, Building and Maintaining Reader Interest, Reducing Reader Resistance, Motivating the Reader to Act.
CHAPTER 5: INDIRECTNESS IN PERSUASION AND SALES MESSAGES
Q1. What is persuasion? How can one be effectively persuaded?
Answer: According to Perloff, persuasion can be defined as “a symbolic process in which communicators tries to convince other people to change their attitudes or behaviours regarding an issue through the transmission of a message in an atmosphere of free choice.” One must follow a 4 step practice to persuade a person effectively.
Q2. What is the strategy of persuasive messages?
Answer: Effective communicators understand the real persuasion occurs through a complex combination of speaking, listening and tweaking a message over the course of repeated communications.
Q3. In reference to AIDA formula, explain how would you motivate your reader to act?
Answer: When you have generated the desire of purchase in the minds of your customers, then the last stage is to persuade the prospects to take quick action which can be done by building rapport and such ways.
Q4. How important is it to make clear and positive request? Explain how would you do it?
Answer: Clear business writing demands good grammar, spelling, and vocabulary and remorseless self-editing to make clear and positive request.
Q5. Describe the three-step process for writing persuasive messages.
Answer: The important considerations in planning persuasive messages are analysing the situation and the audience, gathering information, selecting the right medium, and organizing your information.
Q6. What are sales letters? What are their types?
Answer: When you are deliberately using a letter to sell a product or a service, or when the sole purpose of the letter is to promote future business, your message requires a special strategy i.e., a good sales letter which are of various types according to various situations
CHAPTER 6: PUBLIC SPEAKING
Q1. What is public speaking? List the points for effective public speaking.
Answer: Public speaking is a talk given to a large gathering and one must follow the following points for effective public speaking: Self-confidence, Knowledge of the topic, Understanding of the audience, Proper articulation, Pleasing voice quality, Sincerity, Emotional control, Fluency, Friendliness, Reasoning, Sympathy, Open-mindedness, Humility, Responsiveness, Awareness, Humour, Forcefulness, Spontaneity, Tactfulness, Intelligence.
Q2. What are the modes of delivery in public speaking?
Answer: There are four main modes of delivery used in public speaking: Impromptu, Extemporaneous, Memorized, Manuscript.
Q3. What do you understand by formal speech? How do you log a great performance?
Answer: Delivering a formal speech is generally a high-stakes proposition and therefore one must incorporate the following to make a great speech: Reading, Phrasing, Practice, Timing, Podium.
CHAPTER 7: ORAL COMMUNICATION
Q1. Define oral communication. What are the characteristics of effective oral communication?
Answer: Oral or verbal communication implies the ability to communicate through speech and this ability is developed in us naturally. Characteristics of effective oral communication are: Regard the objective, Think about the interest level of the receiver, Be sincere, Use simple language, familiar words, Be brief and precise, Avoid vagueness and generalities, Give full facts, Assume nothing, Use polite words and tone, Cut out insulting messages, Say something interesting and pleasing to the recipient and Allow time to respond.
Q2. Distinguish between oral and written communication.
Answer: Oral reports are when you are allotted to do a report by speaking. On the other hand, written reports are presented in writing.
Q3. How does one plan an oral report? Is telephonic communication planned?
Answer: In many ways, planning an oral report is similar to planning a written report as it requires choosing a subject, being apparent with a purpose and so on.
CHAPTER 8: TECHNOLOGY-ENABLED COMMUNICATION
Q1. What is the role of technology in business today? How does communication technology help businesses improve their performance?
Answer: Whether you are running a small start-up business or a worldwide enterprise, fostering effective communication is critical to success and with the advent of technology, fortunately, companies have a number of tools at their disposal to create an arena where open and honest communication is valued and respected.
Q2. What are the effects of technology on business communication?
Answer: Effects of technology on business communication are: Communication is Faster, Expanded Communication, opportunities, Communication must be More Deliberate Efficiency, Documentation and Communication is More Distracting
Q3. How pivotal are internet and emails to business communication? Illustrate on it advantages.
Answer: E-mail is widely used as a form of business communication and overall it is a highly effective communication tool and emailing has got many advantages as a business communication medium.
Q4. What are the tools for constructing messages?
Answer: Clear cut messages, brief content and purposeful subject matter are some of the important business e-mail etiquettes that should be followed unfailingly
Q5. How does technology act like a tool for collecting information?
Answer: There are a number of different kinds of tools for collecting information about the thoughts and beliefs that different groups have about your organisation and technology has provided with great ways of collecting and storing information.
Q6. How is interview a mode of collecting information? Discuss its benefits and limitations.
Answer: Interviews are useful tools for gathering in-depth information from your stakeholders. However, it has its own benefits and limitations
CHAPTER 9: PERSONAL ETIQUETTE AND GROOMING
Q1. How essential is business etiquette and personal grooming to an organization?
Answer: In today’s highly globalized and competitive environment, executives are expected to know the essential business etiquettes which primarily entail business etiquette and personal grooming.
Q2. What does making the right eye contact imply? Can it convey wrong meanings?
Answer: In business, and social settings making the “right” eye contact never involves staring at someone or having a fixed gaze or else it can convey negative meaning.
Q3. How can kinesics make or break a deal? Elucidate.
Answer: How you carry yourself when engaged in conversation is often as important as what you say. Body language is nonverbal, but it communicates volumes about you nonetheless.
Q4. How pivotal are handshakes to a businessman? How can they lead to misconceptions?
Answer: The good handshake only makes you look more professional, but it could influence a significant business decision. Proper handshake etiquette includes not just hands, but also positioning the body properly and giving off good nonverbal communication.
Q5. What are business cards? What is the right way to present and receive a business card?
Answer: A business card is a representation of who you are so be sure that the card is in pristine condition before you hand it over. Always present your business card in your right hand, or in both hands and follow the same for receiving.
Q6. What do you understand by exchanging business cards? Does it have different meaning in different regions? Explain with example.
Answer: Business cards are internationally distinguished as a means of introduction and information exchange but in many cultures they are also seen as a representation of the individual which differ in different countries.
Q7. What are essential work habits that an individual must adhere to? How important is punctuality?
Answer: Some essential skills enable people to perform tasks required by their occupation and other activities of daily life which become a part of habit, which includes: Staying Positive, Prioritizing Work Punctuality.
Q8. How can one aim at prioritizing work at workplace? How does it improve one’s performance?
Answer: Precision planning is the key to any successful business, no matter its size. Planning can help alleviate workplace stress and increase productivity.
Q9. What do you understand by staying positive and being appreciative in the work environment?
Answer: With the current world economy in a recession, it can be difficult to maintain a positive attitude in the workplace. Instead of falling victim to the negative work attitudes that surround you, make an effort to buck the trend. Look for the good in your co-workers and your workplace.
CHAPTER 10: ASPECTS OF COMMUNICATION
Q1. In regards with verbal and non-verbal communication, what does the cultural aspect of communication imply?
Answer: It is no secret that nowadays workplace is rapidly becoming immense and it can be problematic how to communicate efficiently with persons who speak another language.
Q2. What do you understand by intercultural communication? Explain.
Answer: The term “intercultural communication” is often used to refer to the wide range of communication issues that inevitably arise within an organization composed of individuals from a variety of religious, social, ethnic, and technical backgrounds.
Q3. How do language and diversity impact on an organization?
Answer: Differences in culture reflect themselves in a variety of ways. Most business owners recognize that their companies are far more likely to be successful if they are able to establish effective systems of intercultural communication between employees of different religious, social, and ethnic backgrounds.
Q4. What is multi-cultural communication? What are the points managers must adhere to while dealing with culturally diverse people?
Answer: The term ‘multicultural’ is adopted here to highlight the multi-layered nature of the situations in which corporate communication across cultures today takes place and managers must adhere to communication tips while dealing with culturally diverse teams
Q5. What do you gather by the ethical aspect of communication? What are its characteristics?
Answer: Ethics, also known as moral philosophy, is a branch of philosophy which seeks to address questions about morality which must be inculcated in business communication as per a a set of characteristics.
Q6. What should your ethical responsibilities be, when it comes to your organization?
Answer: Organizations dominate our life and workplace and so we must keep a balance as to what is ethical in our personal life must also be so in professional.
