Question 3

a) Corporate culture or, Organizational culture comprises the attitudes,

experiences, beliefs and values of an organization. It has been defined as "the
specific collection of values and norms that are shared by people and groups in
an organization and that control the way they interact with each other and with
stakeholders outside the organization. Organizational values are beliefs and
ideas about what kinds of goals members of an organization should pursue and
ideas about the appropriate kinds or standards of behavior organizational
members should use to achieve these goals.

b)

Chronemics is how we perceive time and how it can define the importance of
someone or something. Some people are very important and only have the time
to see people through appointments and in that instance; his time shows how
important he is. Timing is very important when either calling in an appointment or
responding to a letter or e-mail because timing leads to expectations and could
possibly influence the communication that will occur when you are face-to-face.

c)

Audience analysis: Determining the important characteristics of an audience in

order to choose the best style, format and information for risk communication.
Understanding the identity, personality and characteristics brought to a situation
by the specific type of audience.
d) Kinesics is the interpretation of body language such as facial expressions and
gestures or, more formally, non-verbal behavior related to movement, either of
any part of the body or the body as a whole. Kinesics, or body language, is one
of the most powerful ways that humans can communicate nonverbally. It is used
to portray moods and emotions and to emphasize or contradict what is being
said.
e) Jargon: Language that is used or understood only by a select group of people.
Jargon may refer to terminology used in a certain profession, such as computer
jargon, or it may refer to any nonsensical language that is not understood by
most people.
f) Gestures: A motion of the body as a means of communication or expression.
Some gestures, such as shaking or nodding the head or shrugging the
shoulders, are so common that they are generally understood by everyone e.g.
clapping of hands a sign of appreciation is also an example of gesture.
g) Prejudice: To make a judgment about an individual or group of individuals on the
basis of their social, physical or cultural characteristics. Such judgments are

usually negative, but prejudice can also be exercised to give undue favour and
advantage to members of particular groups. Prejudice is often seen as the
attitudinal component of discrimination.
h) Ritualized: to engage in ritualism or devise rituals
i) Optimum: This means most favorable or best.
j) Intonation: The pattern or melody of pitch changes in connected speech, esp.
the pitch pattern of a sentence, which distinguishes kinds of sentences or
speakers of different language cultures.
k) Inference: the process of arriving at some conclusion that, though it is not
logically derivable from the assumed premises possesses some degree of
probability relative to the premises.

Section B
Question 1
Describe the features of upward communication and the media used to convey
these messages.
UPWARD COMMUNICATION WHAT PURPOSE DOES IT SERVES?
Upper communication means the flow of information from the lower levels of the
organization to the higher levels of authority. It transfers from subordinate to superior
as that from worker to foreman, from foreman to company manager, from companys
manager to general manager and from general manager to the chief executive or the
board of directors. In this way, the upward communication makes a chain
Upper communication includes judgments, estimations, propositions, complaints,
grievance, appeals, reports etc. It is very important because it serves as the response
on the success of downward communication. Management comes to know how well its
policies, plans, strategies and objectives are adopted by those working at lower levels
of the organization.
It keeps the management informed about the progress of the work and troubles faced
in executions. On the strength of upward communication, the management amends its
programs and strategies and makes further plans. It is needed in all type of
organizations, whether big or small. It serves the following purposes: -

- To create communication receptiveness.

- To produce a sense of belongingness through active participation.
- To assess communication efficiency.
- To boost employee morale.
- To make improvements in managerial decision making process.
- To coordinate efforts.
- To know ideas of each individual in the organization.
Media used to convey upward communication are emails that does not convey as
much information as a face to face conversation.
Question 2
What is teleconferencing?
A teleconference is a telephone or video meeting between participants in two or
more locations. Teleconferences are similar to telephone calls, but they can expand
discussion to more than two people. Using teleconferencing in a planning process,
members of a group can all participate in a conference with agency staff people.
Teleconferencing uses communications network technology to connect participants
voices. In many cases, speaker telephones are used for conference calls among the
participants. A two-way radio system can also be used. In some remote areas,
satellite enhancement of connections is desirable
Teleconference Equipment:
Depending on the intended scale of interaction and communication, teleconference
equipment usually requires the integration of:

Television or computer monitors.

Telephone connectivity.

Internet connectivity.

Voice over Internet Protocol connectivity.

Over-head projectors.

Desktop computers or laptops.

Good audio-video formatting. Convey

Advantages of teleconferencing

1. Lower Costs: Costs (travel, meals, lodging) are reduced by keeping employees
in the office, speeding up product development cycles, improving performance
through frequent meetings with timely information.
2. Reduce Travel
A lot of company time can be saved by using conference calling. While
technologies have improved and we can now get to other parts of the globe
much quicker there is still the time taken to travel to the airport, checking in and
time to the destination where no internet connection is possible. Once this is
added onto time travelling to the meeting and back home again it results in a
large consumption of time despite the actual meeting itself not taking up a great
amount of time. Therefore going with teleconferencing means the employee can
cut straight to the meeting and eliminate the unnecessary travelling, the stress of
travelling and employee exertion.
3. Enhances Productivity
Teleconferencing allows dispersed employees to hook up with headquarters,
have long-distance meetings and strategic discussions, and share grievances
and other HR issues. Better employee engagement, understanding of roles and
effective use of time lead to enhanced productivity.
4. Short-Notice Scheduling
Teleconferencing systems and toll-free dial-in access facilities make it possible
for companies to schedule short-notice or ad-hoc employee teleconferencing
meetings or discussions.
5. Accessible
Teleconferencing is accessible through any origination site in the world. More
people can attend. The larger the audience, the lower the cost per person.
Question 3
Question 4
Question 5
The seven Cs of communication
1. Correctness: This quality means to correct use of grammar, spelling and
punctuation. In terms of verbal communication, this refers to accuracy in
pronunciation. The term correctness, as applied to business messages also
mean three characteristics:

Use the right level of language

Check the accuracy of figures, facts and words
Maintain acceptable writing mechanics

2. Conciseness: Getting your message through in the fewest possible words,

keeping in mind all the other qualities of effective communication. A concise
Message is complete without being wordy. a concise message save the time
and expenses for both the parties.
3. Clarity: It means that we have a definite purpose of writing and make sure it is
clearly communicated up front. Clarity demands us that each and every points
and aspects of our message should be clear to the reader. We should use right
level of language, proper punctuation, right spellings and accurate facts and
figure.
4. Courtesy: Courtesy means not only to think about the receivers reaction but
also his / her feelings. It not only involves usage of polite words and gestures but
also pure politeness that grows out of respect and concern for others. The
following are suggestions for generating a courteous tone:
Be sincerely tactful, thoughtful and appreciative.
Use expressions that show respect for the others
Choose nondiscriminatory expressions
Be sincerely Tactful, Thoughtful and Appreciative
5. Completeness The message should be complete; we should be able to know
the readers background, viewpoints, needs, attitudes and emotions.

The guidelines for completeness,

The message should answer all the questions in the order, they were asked.

Give some additional information if important

6. Concreteness: The business writing should be specific, definite and vivid. The
guidelines use to concreteness

Use specific facts and figures.

Avoid words like few, quick, soon etc.

Use action verbs.

The message should have building words.

7. Consideration - Consideration means the message with the receiver in mind.

Keep your reader's needs in mind as you write. Ask yourself, 'Why should my
reader spend time reading this?' We should focus on us despite on others. And
try to show reader benefit and interest in reader. We should try to visualize our
readers their desires problems emotions circumstances and possible reaction to
our request.