Flash Cards - Comm Skills - Topic 1
What is the original Latin word for 'communication', and what does it mean?
Derived from 'communis', meaning to share or to participate.
What are the 3 core elements required to complete the basic process of communication?
1. Message transmission. 2. Two parties (Sender & Receiver). 3. Understanding in exact sense intended.
According to Harold D. Lasswell, what 5 questions describe an act of communication?
Who (Sender) -> Says What (Message) -> In Which Channel (Medium) -> To Whom (Receiver) -> With What Effect? (Feedback)
Name the major communication models in organizational communication theory.
Aristotle's, Shannon & Weaver, Lasswell's, Berlo's SMCR, Transactional, Exchange, and Contextual models.
What are the 7 Cs of effective written communication?
Clear, Concise, Correct, Courteous, Complete, Consistent, Convincing.
Distinguish between Clarity and Completeness.
Clarity: Avoids ambiguity or misinterpretation. Completeness: Provides all necessary details for a full picture.
What is the difference between Legibility and Readability?
Legibility: Decipherability of handwriting/letters. Readability: Structural ease with which full structure/meaning is decoded.
Define Distortion and its two main stages.
Message alteration into an ununderstandable form. Occurs at: 1. Encoding (Sender) 2. Decoding (Receiver).
How does a Sender cause distortion?
Lack of clarity, using inappropriate jargon, bad handwriting, misleading body language, or information overload.
How does a Receiver cause distortion?
Poor listening/reading skills, inattention, failing to ask for clarification.
What is Psychological Noise?
Internal emotional noise where personal feelings, attitudes, and preconceptions distort message interpretation.
Identify the 4 main types of Psychological Noise.
1. Perceptual Bias (selective hearing). 2. Unclarified Assumptions. 3. Stereotyping. 4. Prejudice.
Give two examples of physical barriers in workplace settings.
1. Sitting behind a massive executive desk. 2. Paper stacks, monitors, or partitions used to 'hide'.
What is an Insufficient Adjustment Period?
Failing to give the receiver adequate time to process, think, and respond to a message, causing errors.
List 5 essentials of an effective organizational communication system.
1. Clear objectives 2. Defined channels 3. Integrated tech 4. Feedback loops 5. Data security & confidentiality.
Why is a feedback mechanism vital in communication systems?
It confirms whether the message was accurately understood, allows error correction, and fosters two-way dialogue.
What key role does communication play during organizational change?
Clarifies purpose, alleviates anxiety, reduces employee resistance, and ensures smooth implementation.
How did TechWave Solutions handle cultural & language barriers?
Implemented cross-cultural training, translation software, and bilingual team leads.
What occurs when employee suggestion boxes are ignored by management?
Destroys trust and engagement because the feedback loop is broken.
How can the 'Wrong Time or Place' barrier be mitigated?
Schedule appointments in advance, pick quiet environments, or use written documents for later reading.
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