Important Questions for Sessional Exams
1. Process of Communication
**Definition:**
Communication is the process of exchanging ideas, thoughts, information, or messages from one
person (sender) to another (receiver) in such a way that it is understood and leads to a response.
**Steps in the Process:**
1. Sender (Communicator): The person who initiates the communication by having an idea or
thought.
2. Message: The idea, fact, information, or opinion to be conveyed.
3. Encoding: The process of converting ideas into words, symbols, gestures, or pictures.
4. Channel/Medium: The medium through which the message travels – oral, written, electronic,
non-verbal, etc.
5. Receiver: The person or group who receives and interprets the message.
6. Decoding: The process of interpreting and understanding the encoded message.
7. Feedback: The response given by the receiver to the sender (verbal or non-verbal).
8. Noise: Any hindrance that distorts or interrupts the message (physical noise, poor network,
emotional disturbance, etc.).
2. Characteristics of Effective Communication
For communication to be effective, it should have the following qualities:
1. Clarity of Message: The idea should be clear and understandable.
2. Correctness: The message must be free from grammatical and factual errors.
3. Completeness: All necessary details should be included.
4. Conciseness: Message should be brief and to the point, avoiding unnecessary words.
5. Consideration: The communicator must consider the receiver’s background, education,
emotions, and level of understanding.
6. Concreteness: The message should be specific, definite, and supported with facts.
7. Courtesy: Politeness, respect, and a positive tone should be maintained.
8. Feedback-Oriented: Communication must ensure the receiver’s response is obtained for clarity.
9. Timeliness: Delivered at the right time for maximum impact.
3. Barriers of Communication
Barriers are obstacles that prevent effective communication. They can occur at any stage of the
communication process.
Types of Barriers:
1. Physical Barriers:
- Noise, poor network, faulty equipment, long distances.
- Example: Disturbance in online classes due to weak internet.
2. Psychological Barriers:
- Stress, emotions, attitude, lack of attention, prejudice.
- Example: A student ignoring feedback because of overconfidence.
3. Semantic Barriers:
- Problems in language and interpretation.
- Example: Use of technical jargon or words with multiple meanings.
4. Organizational Barriers:
- Rigid rules, hierarchical structure, lack of coordination.
- Example: Message gets delayed due to too many approval stages.
5. Cultural Barriers:
- Differences in traditions, values, religions, beliefs, and practices.
- Example: Hand gestures may have different meanings in different cultures.
6. Personal Barriers:
- Lack of confidence, poor listening skills, fear of speaking.
- Example: An employee hesitating to share ideas with the boss.
**Ways to Overcome Barriers:**
- Use simple language
- Encourage feedback
- Be a good listener
- Minimize distractions
- Be culturally sensitive
4. Verbal and Non-Verbal Communication
A. Verbal Communication
- Uses words (spoken or written) to share ideas.
- Types:
1. Oral Communication: Face-to-face conversation, phone calls, meetings, classroom lectures.
- Advantages: Fast, direct, allows instant feedback.
- Disadvantages: No permanent record, can be misunderstood.
2. Written Communication: Letters, reports, emails, notices, memos.
- Advantages: Permanent record, clear and well-structured, useful for official work.
- Disadvantages: Time-consuming, lacks instant feedback.
B. Non-Verbal Communication
- Communication without words, using body language, expressions, and signals.
- Forms:
1. Facial Expressions: Smile, frown, anger, surprise.
2. Gestures: Movement of hands and arms.
3. Posture and Body Language: Sitting, standing, walking style shows confidence or nervousness.
4. Eye Contact: Shows attentiveness, honesty, or confidence.
5. Tone of Voice (Paralanguage): Volume, pitch, speed of speaking.
6. Appearance & Dress: Clothing and grooming reflect professionalism.
7. Proxemics (Use of Space): Distance maintained during interaction shows relationship.
Both verbal and non-verbal cues must match for effective communication. For example, saying “I’m
confident” while trembling would confuse the receiver.