NAME : YOUR NAME

ROLL NO : YOUR ENROLLMENT NO

COURSE : MBA
YEAR/SEMESTER : 1/1st
PAPER CODE : MBA 101
PAPER NAME : COMMUNICATION SKILLS

Question 1. What is The Process of Communication?

Answer- Communication is the act of conveying meanings from one entity or group to

another through the use of mutually understood signs, symbols, and semiotic rule. It is a
continuous process which mainly involves three elements viz. sender, message, and receiver.
The elements involved in the communication process are explained below in detail:

1. Sender

The sender or the communicator generates the message and conveys it to the receiver. He is
the source and the one who starts the communication

2. Message

It is the idea, information, view, fact, feeling, etc. that is generated by the sender and is then
intended to be communicated further.

3. Encoding

The message generated by the sender is encoded symbolically such as in the form of words,
pictures, gestures, etc. before it is being conveyed.
4. Media

It is the manner in which the encoded message is transmitted. The message may be
transmitted orally or in writing. The medium of communication includes telephone, internet,
post, fax, e-mail, etc. The choice of medium is decided by the sender.

6. Receiver

He is the person who is last in the chain and for whom the message was sent by the sender.
Once the receiver receives the message and understands it in proper perspective and acts
according to the message, only then the purpose of communication is successful.

7. Feedback

Once the receiver confirms to the sender that he has received the message and understood it,
the process of communication is complete.

8. Noise

It refers to any obstruction that is caused by the sender, message or receiver during
the process of communication. For example, bad telephone connection, faulty encoding,
faulty decoding, inattentive receiver, poor understanding of message due to prejudice or
inappropriate gestures, etc.

Involving these elements the communication is carried out in following way:

1. The sender decides the message to be transmitted.
2. The sender encodes the message.
3. The sender select the appropriate channel of communication.
4. The receiver receives the message.
5. The receiver decodes the message.
6. The receiver provides the feedback to the sender.
Question 2. What do you mean by Presentation Skills?
Answer- Presentation skills can be defined as a set of abilities that enable an individual
to: interact with the audience; transmit the messages with clarity; engage the audience in
the presentation; and interpret and understand the mindsets of the listeners. These skills
refine the way you put forward your messages and enhance your persuasive powers.The
present era places great emphasis on good presentation skills. This is because they play
an important role in convincing the clients and customers. Internally, management with
good presentation skills is better able to communicate the mission and vision of the
organization to the employees.

Importance of Presentation Skills

Interaction with others is a routine job of businesses in today’s world. The importance of
good presentation skills is established on the basis of following points:

 They help an individual in enhancing his own growth opportunities. In addition, it

also grooms the personality of the presenter and elevates his levels of confidence.

 In case of striking deals and gaining clients, it is essential for the business
professionals to understand the audience. Good presentation skills enable an
individual to mold his message according to the traits of the audience. This increases
the probability of successful transmission of messages.
 Lastly, business professionals have to arrange seminars and give presentations almost
every day. Having good presentation skills not only increases an individual’s chances
of success, but also enable him to add greatly to the organization.

Question 3. What are the Different Types of Face-to-Face Interactions?

Answer- Face-to-face interaction (less often, face-to-face communication or face-to-

face discourse) is a concept in sociology, linguistics, media and communication studies
describing social interaction carried out without any mediating technology. Face-to-face
interaction is defined as the mutual influence of individuals’ direct physical presence with
his/her body language. Face-to-face interaction is one of the basic elements of the social
system, forming a significant part of individual socialization and experience gaining
throughout one's lifetime. Similarly it is also central to the development of various groups
and organizations composed of those individuals.

Study of face-to-face interaction is defined as the process of recording and analyzing the
reactive pattern of individuals when they are involved in a face-to-face interaction. It is
concerned with issues such as its organization, rules, and strategy. The concept of face-
to-face interaction has been of interest to scholars since at least the early 20th
century. One of the earliest social science scholars to analyze this type of interaction was
sociologist Georg Simmel, who in his 1908 book observed that sensory organs play an
important role in interaction, discussing examples of human behavior such as eye
contact. His insights were soon developed by others, including Charles
Cooley and George Herbert Mead. Their theories became known as symbolic
interactionism. By the mid-20th century, there was already a sizable scholarly literature
on various aspects of face-to-face interaction. Works on this topic have been published by
scholars such as Erving Goffman and Eliot Chapple.

Types of Face to Face Communication

The Types of face to face communication are as follows:
1. Interviews,
2. Meetings,
3. Conferences,
4. Seminars,
5. Workshops,
6. Class-room lectures,
7. Stage-acting,
8. Public lectures, etc.
Question 4. What do you mean by a successful meeting?

Answer- A meeting is a gathering of two or more people that has been convened for the
purpose of achieving a common goal through verbal interaction, such as sharing
information or reaching agreement. Meetings may occur face-to-face or virtually, as
mediated by communications technology, such as a telephone conference call, a skype
conference call or a video conference. One Merriam-Webster dictionary defines a
meeting as "an act or process of coming together". Meetings take a great deal of time and
energy. If they are very long, unfocused and badly organized, they waste time which
could be used to carry out more productive tasks. A successful meeting has
characteristics that create the acronym POSTPEC, preparation, objective, structure,
timed, participatory, effective chaired. It is:

 Is well prepared
Participants should be informed well in advance of the objective, the agenda and
date of the meeting. Participants are expected to read any documents circulated in
advance and be ready to take an active role in the meeting without being overly
dominating or disruptive.

 A clear objective
This objective must be shared with all participants well before the meeting. Lack
of purpose leads participants to make irrelevant contributions and lose direction.
Meetings that lack focus waste time and energy. After an effective meeting,
participants should feel they have achieved the goal of the meeting and know
what the next steps will be and who is responsible for them.

 A clear structure
Depending on their goal, meetings have a structure that sets all the topics that will
be covered and the actions that will need to be taken. This structure, together with
details regarding the time and the location of the meeting are usually provided in
an agenda, a document that is circulated before the meeting.
  Makes effective use of time
Effective meetings start and end at the agreed times. Time must also be allocated
to each item in the agenda. Overextended meetings demonstrate ineffective
planning and inability of the chair to manage the available time and resources.

 Is participatory
Meetings provide an opportunity to draw on the many perspectives brought by
participants. They are an opportunity to motivate employees and allow them to
contribute ideas so that they play a part and feel their ideas are valued. Meetings
which allow certain groups and individuals the opportunity to dominate the
discussion are less successful.

 Is effectively chaired
The role of the chair is to introduce the meeting and take participants through the
stages set by the agenda within the time allowed.

Question 5. What is The Role of a Manager?

Answer- Management (or managing) is the administration of an organization, whether
it is a business, a not-for-profit organization, or government body. Management includes
the activities of setting the strategy of an organization and coordinating the efforts of
its employees (or of volunteers) to accomplish its objectives through the application of
available resources, such as financial, natural, technological, and human resources. The
term "management" may also refer to those people who manage an organization -
individually: managers. A manager is a person in the organization who directs the
activities of others. The managers perform their work at different levels and they are
called by different names. The first line managers are usually called supervisors or in a
manufacturing they may be called foremen. Middle level mangers include all levels of
management between the supervisory level and the top level of the organization. These
managers may be called functional managers, plant heads, and project managers. Near
the top of hierarchy, there may be top managers who are responsible for making
organizational decisions and setting policies and strategies that affect all the aspects of
the organization. These persons may be called vice-president, managing director, chief
executive officer or chairman of the board etc.

A manager’s job is very crucial in an organization. He is a planner, coordinator, producer

and a marketer. The success of an organization will depend upon the caliber of the
manager in utilizing the resources for achieving business goals. A manger is a pivotal
figure in the task of creating wealth. There are rapid changes in technology, methods of
production, marketing techniques, financial set up and the manager should be competent
enough to cope with the changes

A manager has to perform functions like planning, organizing, staffing, directing and
controlling. All these functions are essential for running an organization smoothly and
achieving enterprise objectives. Planning is required for setting goals and establishing
strategies for coordinating activities.

Organization helps in determining what tasks are to be done, how to do them, how to
group the tasks and where decisions are to be made. Staffing function is essential for
employing various types of persons and performing various activities like training,
development, appraisal, compensation, welfare etc.

The directing function requires giving instructions and motivating sub-ordinates to

accomplish their goals. A manager has to perform the controlling function for monitoring
activities to ensure that they are being accomplished as planned and correcting any
significant deviations.