Q1. Communication skills are of utmost importance in managing information and technology in any organization. List the characteristics of communication and discuss the seven barriers to effective communication.

Ans.1: In simple term Communication means transfer of information between people, resulting in common understanding between them. It is very important to develop good communication skills because it is vital ingredient for success, both within and outside the workplace.

Below listed are the characteristics of communication

1. It is Unavoidable2. It is a Two-way Exchange of Information3. It is a Process4. It involves a Sender and a Receiver of Information 5. It could be Verbal or Non-verbal 6. It is successful when the Receiver Interprets the Meaning in the Same Way as that

intended by the Sender

There are several barriers which effects communication as are mentioned below

1. Environmental Barriers :This is the same as physical noise, which could be in the form of distracting sounds, an overcrowded room, poor facilities and acoustics, all of which may hinder the ability to listen to and understand the message.

2. Individual Barriers : A major barrier to interpersonal communication is a tendency to judge, evaluates, approve or disapprove of the views of another person.

3. Organizational Barriers :

In organizations that are too hierarchical, that is, where there are multiple “layers”, messages may have to pass through many levels before they finally reach the receiver which may lead to loss of meaning and the message may not reach the receiver in the same way as it was intended by the sender.

4. Channel Barriers :Wrong choice of channel is one of the main barriers to communication. Using a wrong medium of advertising, or conveying a message orally when a written letter would be more appropriate.

5. Linguistic and Cultural Barriers – Linguistic refers to When the sender of the message uses a language that the receiver does not understand. Cultural differences refer to differences in values and perceptions, which may affect the interpretation of the message by the receiver.

6. Semantic Barriers – The word “semantics” refers to the meaning of words and the way in which they are used. For example, different words may have different meanings in different cultures. Failure to take this into consideration could lead to serious blunders.

Q2. Non-verbal communication can have a greater impact than verbal communication and is ambiguous. List and explain the various types of non-verbal communication in brief.

Ans. 2: Non-verbal communication means communication without word. It can have greater impact than verbal communication, since ‘how you say something’ is something more important than ‘what you say.

Below are the various types of non-verbal communication 1. Kinesics2. Proxemics3. Time Language4. Paralanguage5. Physical Context

1. Kinesics – This is the most often studied and important area of non-verbal communication and refers to body movements of any kind like Facial Expressions, Eye movement, Gestures, Head Movement and Physical appearance which can be use for effective communication.

2. Proxemics – Proxemics is derived from the word “proximity” or closeness and is the communication term for personal space and distance. The space and distance which we choose to keep from people is also part of non-verbal communication. Each of us has our own inner and outer circles, which differ for different people.

3. Time Language – This refers to the meaning or importance attached to time and varies between different people. One person may value time more than another. Similarly, time language also varies across cultures. In most western cultures for example, punctuality is considered to be important. Arriving late for a business meeting is inexcusable. In other cultures, it is more relaxed and time is not given that much importance.

4. Paralanguage – Para means “like” or “similar to”, therefore paralanguage means “like language”. Of all the forms of non-verbal communication, paralanguage is closest to verbal communication. It refers to the tone of voice with which something is said.

5. Physical Context – This refers to the physical environment or surroundings within which we communicate and includes two aspects color and design.

Colors: Colors are known for their symbolic meaning and have associations with different feelings. For example, colors like Yellow and green are associated with more positive feelings these can also vary across cultures.

Design: Design refers to the type of chairs, desks or carpeting. All these can convey status, formality or informality.

Q3. Written messages must be as readable as possible. Discuss the two broad principles of writing. Explain the three stages of writing methodology in detail.

Ans.3: Written messages must be made as readable as possible, by making them uncomplicated and easy for even the average person to understand. Readability in turn is largely determined by the length of words, sentences and paragraphs. A common mistake made by writers, especially Indian writers, is to try and impress the reader by using flowery language and an oratory style of writing.

Two broad principles of writing are „Write to express, not to impress” and “Keep it short and sweet.”

1. Write to express, not to impress: Writer should keep in mind that content are for express and not for impress the reader. Writer should not used difficult or technical words which can lead to misunderstanding

2. Keep it short and sweet: Writer should also keep in mind that content are not leanly which may cause to lack of interest of reader so message always be short and simple but always content full information.

Below are the three important stages of writing methodology

Prewriting: It is a structured thinking process that helps to explore and understand what have to

write. The techniques of pre writing helps to determine the approach choose and plan to

implement it. Pre writing plan enables to explore topic from different prospective. It helps to discover new and original ideas for writing the topic. It also helps to analyse audience, determine requirementof audience, and anticipate

the knowledge to design strategy that can be adopted for communication. Writing:

It contents gathering essential data Organise the content i.e. decide the flow, group similar facts and identify the

important fact to be mentioned etc. Construct sentences and paragraph. Drafting of researched content Reading and checking of data whether what you have written is what you mean

Document need to be reviewed by others and asked for suggestions. Reviewing :

In this stage revise, proofread and evaluate the message. Check whether sentences are complete and content is correct. Check for spelling, capitalisation, punctuation grammar and parallelism. Clarity of content written and ensure no errors present in the content.

Q4. There are various techniques of reading out of which SQ3R is most popular. How will you apply it while reading and research?

Ans.4: This technique of reading was developed by Robinson in his book "Effective Study" (1970). SQ3R stands for the initial letters of the five steps in studying a text as -

S - Survey Q - Question R- Read R - Recall R- Review

Let us briefly go through these steps which can apply while reading & research

1. Survey: Survey refers to a quick glance through the title page, preface and chapter headings of a text. By surveying, you will be able to gauge the main ideas of the text. Besides, the author’s name, date, place of publication and title page can give you an idea of the general subject area. The table of contents, preface or foreword in a book would give you an idea of the themes and how they are organized. A survey of the index or bibliography tells you immediately whether the book contains what you need.

2. Question: The second step in the SQ3R technique of reading is “question.” A survey of the text will surely raise a few questions in your mind regarding the text. Some of the questions could be - Is the book useful or relevant to my study?, Does it provide some guidelines/information on the subject at hand?. However, as you go through the individual chapters, you might have specific questions regarding the topic. This will surely lead to gaining some insights into the text, topic and the author's comments. You will be surprised to see how your questions are answered in the process of reading and understanding the text. Therefore, don't treat reading as an automatic process. It has to be conscious and deliberate, with a definite purpose, where you interact with the topic and the author.

3. Reading: After surveying and questioning, you begin the actual reading. You need to develop a critical approach to reading anything for that matter. Read the text over and over again, each time with a different question and a different purpose in mind. "I read it once and understand everything" kind of attitude is nothing but a myth. Hence, while reading for the first time, you should just focus on the main points/ideas and supporting details.

4. Recall: The fourth stage in reading comprehension is recalling. Reading is not an isolated activity. Every reading exercise increases your background knowledge. You should be able to connect the information gained with the already existing background knowledge. Recalling whatever you have read will enable you to connect and relate the content with the previous and future learning of the subject. This leads us to the next stage in reading i.e., review.

5. Review: Reviewing is nothing but checking whether we have followed the earlier stages promptly and efficiently. Have we surveyed the book, article, or magazine properly? Have we asked the appropriate questions relating to the content, have we read it critically and have we recalled the most significant details or information required for our study? These are questions that should be asked in the final stage of reading. Review will sharpen your critical ability, enable you to form your own opinions on the topic and express them to others.

Q5. Advertisements are used by the organizations to communicate with prospective customers. What is the meaning and objectives of corporate advertising? Discuss with examples.

Ans.5: Meaning: Corporate advertising means advertising that sells the organization to its various publics. In this case, the organization is the product. Corporate advertising is more a public relations activity than a form of advertising, since it has no commercial purpose. Its aim is merely to inform and to build a positive image of the organization.

While the overall objective of corporate advertising is to project a positive image of the organization as a whole, some of the specific objectives include the following –

To create positive attitudes towards the organization – Sometimes, consumers may have negative perceptions towards an organization, based on the belief that the organization is not a responsible corporate citizen. For example, they may believe that that the organization is responsible for environmental pollution, or destruction of forests and other natural resources. In such a situation, corporate advertising aims to create a more positive attitude towards the organization, by correcting these beliefs.

Example – There was a negative perception among consumers that Nike was using child labor in some of its factories, to manufacture sports shoes. Corporate advertising helped to overcome these perceptions.

To project the personality, culture and values of an organization – The Tatas and the Birlas have been the oldest and the most frequent users of corporate advertising, to communicate about their entrepreneurial ability, culture and values, as India’s leading industrial groups. Even countries may use this form of advertising to achieve similar objectives.

Example – Dubai advertises to project an image of itself as “a land of investment, sports and investment opportunities.”

To safeguard corporate reputation – This form of corporate advertising is done when the company is going through a crisis. We discussed crisis communication earlier, in the context of shareholder communication, citing the example of Coke and Pepsi, during the pesticide controversy.

Example – During the pesticide controversy, Coke released ads featuring Aamir Khan going to the Coke factory and laboratory, along with the Managing Director, declaring that Coke was safe to drink and free of pesticides. This helped to an extent to restore their damaged reputation.

To make an organization better understood – Sometimes organizations go in for this form of corporate advertising, in order to make them selves more visible and to make consumers aware that they have a presence in several areas.

Examples – The United Breweries Group ran a corporate advertisement to highlight the fact that UB was not only in breweries, but also had interests in healthcare (hospitals) and education.

The ITC Group also advertises to highlight their presence in areas as diverse as cigarettes, hotels, and ready-to-eat foods.

To project the organization as socially responsible – This refers to corporate advertising for a social cause that highlights the company’s role in social development. The objective is to communicate the company’s corporate social responsibility.

Example – The UB Group ran an advertisement with the message “Drinking and driving don’t mix.”

Q6. In order to get a job you need to approach an organization with a resume. How does a resume affect your employability? What are the components of resume?

Ans.6: The job application process begins with writing resumes and application letters. While a well drafted resume and application letter alone cannot get you a job, they can certainly increase your chances of being included in the “short list” of candidates to be considered. The way resume and application letter are worded and presented can create a favorable first impression among prospective employers. It can provide an insight into the type of person that you are. Needless to say, a lot of time and attention should be given to preparing resumes and application letters, ensuring that they are written in an appropriate format and reflect your strengths and skills.

Components of resume

1. Basic Data – This includes the name, address, telephone number and email id. The information provided should allow a prospective employer to reach you easily. If you are still in college, it is better to provide both a home and a college address. If you are already employed, list either a business phone number or a mobile number where you can be reached during work hours.

2. Career Objective – An objective should be very specific, stating clearly the position you are seeking and the area in which you want to work. The objective statement should consist of two parts – 1) Your general goal, mentioning some skills that you feel will qualify you for the job and 2) One or more specific areas in which you wish to work.

3. Education – Employers are interested in knowing about your academic qualifications after high school. Educational qualifications should be listed in reverse chronological order, starting with the most recent qualification first. The degree earned, the name of the institution, and the date of receiving the degree should be mentioned.

4. Experience – Like educational qualifications, work experience should be listed in reverse chronological order. If your experience is limited, you may also list part-time jobs, internships and voluntary work, under the title “work Experience.” More than job designations, employees are interested in knowing what you can do. Therefore, a brief description of each job and the duties performed by you should be included.

5. Skills/Other Knowledge – In this section, capabilities such as languages known, computer skills and special writing skills may be listed.

6. Organizations and Activities – Membership of student and professional associations, clubs and committees, offices held, as well as extra-curricular activities such as sports, music and photography, should be listed.

7. References – References could be obtained from anyone who is familiar with either your academic or professional work, such as your professors, or immediate supervisor. Prior

permission should always be sought before listing anyone as a reference. Generally, it is sufficient to include the statement “References available on request” in your resume and to furnish the names only if you are asked to.