Introduction to Business Communication: Meaning, Process, Importance and Barriers Questions

Question 1

Define business communication.

Accepted Answer

Business communication is the exchange of information and ideas within and outside an organisation to achieve business objectives.

Question 2

What is encoding?

Accepted Answer

Encoding is converting ideas into words, symbols or signals.

Question 3

What is decoding?

Accepted Answer

Decoding is interpreting the received message to derive meaning.

Question 4

What is feedback?

Accepted Answer

Feedback is the receiver’s response that confirms understanding of the message.

Question 5

State any one barrier to communication.

Accepted Answer

Semantic (language) barrier is one barrier to communication.

Question 6

State any one C of 7Cs.

Accepted Answer

Clarity is one of the 7 Cs of effective communication.

Question 7

Explain importance of business communication (any three points).

Accepted Answer

Business communication helps smooth functioning by providing right information. It improves coordination between departments and supports decision-making. It reduces conflicts and improves teamwork and productivity.

Question 8

List elements of communication process (any six).

Accepted Answer

Sender, encoding, message, channel, receiver, decoding, feedback, noise and context are elements of communication process (any six can be written).

Question 9

Differentiate between upward and downward communication (any three points).

Accepted Answer

Downward communication flows from superiors to subordinates (orders, instructions). Upward communication flows from subordinates to superiors (reports, suggestions). Downward is mainly for control and direction, while upward is for feedback and participation.

Question 10

What are semantic barriers? Give two examples.

Accepted Answer

Semantic barriers arise due to language and meaning problems. Examples: use of jargon/technical words, ambiguous terms, faulty translation or different interpretation of words.

Question 11

Explain role of feedback in communication.

Accepted Answer

Feedback completes the communication cycle by confirming whether the receiver understood the message correctly. It helps in correcting misunderstandings, improving message clarity and ensuring the sender’s purpose is achieved.

Question 12

Write the 7 Cs of communication.

Accepted Answer

Clarity, conciseness, completeness, correctness, concreteness, courtesy and consideration are the 7 Cs of effective communication.

Question 13

Explain the communication process/model with a neat diagram and suitable points.

Accepted Answer

Communication process explains how a message moves from sender to receiver and back through feedback.

Elements of the process:
1) Sender/Source: person who initiates communication.
2) Encoding: converting ideas into words/symbols.
3) Message: the content (information, instruction, idea).
4) Channel/Medium: path used (meeting, email, phone, letter).
5) Receiver: the person for whom message is intended.
6) Decoding: interpreting the message and understanding meaning.
7) Feedback: receiver’s response/confirmation, which completes the cycle.
8) Noise: any interference (physical, psychological, semantic) that distorts the message.
9) Context: situation/environment affecting meaning.

Thus, communication is effective when feedback shows that the receiver understood the meaning intended by the sender.

Question 14

Explain barriers to communication and how to overcome them.

Accepted Answer

Barriers to communication are factors that prevent a message from being understood correctly.

Major barriers:
1) Semantic barriers: use of jargon, ambiguous words, poor translation, different meanings.
2) Psychological barriers: emotions, attitude, ego, stress, prejudice.
3) Organisational barriers: too many levels, rigid rules, unclear authority/responsibility, improper channels.
4) Physical barriers: noise, distance, poor environment, interruptions.
5) Cultural barriers: differences in values, customs, language style.

Measures to overcome barriers:
- use simple, clear and concrete language
- choose suitable channel and correct timing
- encourage feedback and clarification
- practice active listening and empathy
- reduce noise and ensure proper environment
- train employees in communication skills

These measures improve understanding and reduce misunderstandings at workplace.

Question 15

Explain the 7 Cs of effective communication.

Accepted Answer

The 7 Cs are principles for effective business communication:

1) Clarity: message should be clear and unambiguous.
2) Conciseness: brief but complete; avoid unnecessary words.
3) Completeness: include all necessary information (who/what/when/how).
4) Correctness: correct facts and error-free language.
5) Concreteness: specific and supported by facts/examples.
6) Courtesy: polite, respectful tone.
7) Consideration: focus on receiver’s needs, knowledge level and viewpoint.

If these principles are followed, communication becomes effective, reduces confusion and improves business relationships.

Introduction to Business Communication: Meaning, Process, Importance and Barriers

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