Mid Term Subjective File of

Communication Skills MCM301

Composed By: Muheet Ali & Farhan Faiz
HaCkerZzZ Group
Mandi Bahauddin
[email protected]
[email protected]

Q No 1
What is the significance of body language in communication?

Ans:
People don't always say what they mean, but their body
language is usually an accurate indication of their attitude and
emotional state.
Body language is a form of mental and physical ability of human
non-verbal communication, which consists of body posture,
gestures, facial expressions, and eye movements
James Borg states that human communication consists of 93
percent body language and paralinguistic cues, while only 7% of
communication consists of words themselves.

The role of body language in communication is truly great. Being

able to understand non-verbal signs enables us to make quick
judgments about other people's friendliness, powerfulness and
sexual potential.

Q No 2
Differentiate between hearing and listening.
 • Hearing is when you hear whats being said. Listening is when
you pay attention to whats being said. And try to
understand
• Hearing is when the sound reaches your ears. Listening,
however, when it reaches your brain
• Listening is the process by which spoken language is
converted to meaning in the mind

Q No 3
Explain briefly any three barriers originating from the
speaker's end?

Badly Expressed Message: Improper formulation and

presentation of message can prove to be detrimental to the
growth of communication and therefore its impact on the
receiver is sure to be negative. As there is lack of comprehension
on the part of the listener it leads to misunderstanding and
subsequent erection of barriers in the process of communication.

Loss in Transmission: While speaking or delivering an important

point, part of the message might be lost due to problems in the
medium of transmitting the message. For example, speaking on
the telephone. It might happen that just when you wish to
communicate an essential item of information disturbance in the
line might make the receiver miss out on an important part of the
message. This would deprive the message of the communicative
impact.

Poor Retention: Poor retention either on the part of the sender

or on the part of the receiver can create problems or lead to
misunderstanding. If it is the speaker he might posit
contradictory points of view which would often lead to a warped
sense of understanding of the message. The receiver’s past or
present experiences with the sender prepare him for what is to
follow. If ideas contrary to his expectations are presented they
create a sense of uncertainty in the mind of the receiver.
Similarly if the receiver has poor retention power he would, more
often than not, get confused and this would lead to
misunderstanding of the message.

Q No 4
State reasons why the study of communication is essential?
Ans
Studying the communication process is important because you
coach, coordinate, counsel, evaluate, and supervise through this
process. It is the chain of understanding that integrates the
members of an organization from top to bottom, bottom to top,
and side-to-side.
The study and practice pf communication should be a lifetime
process, and it must ensure a happy and a healthy living
throughout

Q No 5
How does tone contribute to the quality of a speaker’s voice?

Ans
From book Tone
The quality of tone is a combination of pitch, strength, and
character. Character refers to the sense or meaning a particular
tone conveys. For example, a tone of voice may be described as
gentle, angry, sarcastic, childish, or serious. The tone of voice
with which a speaker expresses a point says more to an audience
than the words themselves. As with other vocal characteristics,
tone also says something to an audience about the speaker. A
faltering tone of voice is perceived as timid or indecisive, a harsh
tone of voice as aggressive. A nasal lone lacks the depth that
adds authority to a voice. A monotone or flat tone that lacks
variations suggests a lack of interest or energy.

From net
Tone

The voice tone of the speaker makes the presentation enjoyable

for the audience to listen. When speaking in a monotone voice,

listeners often become bored and stop paying attention. Using

inflection in tone makes the speech more interesting. It is also

helpful in sharing emotions to reinforce ideas. When using a

conversational tone with the audience, speakers tend to engage

them and put them at ease. This technique also makes the

speaker more approachable and will encourage questions or

discussion on the topic at the conclusion of the presentation.

Question 6
What can you do to become a better listener? Pg25

Ans:
Don't talk—listen: If you interrupt the speaker or put
limitations on your listening time, the speaker will get the
impression that you're not interested in what he is saying--even
if you are. So be courteous and give the speaker your full
attention.
Keep an open mind: A subject that may seem boring or trivial at
first can turn out to be fascinating, if you listen with an open
mind.

If you must speak, ask questions: The goal is to get more

specific and better refined information. To do so, you will have to
continue questioning your counterpart. Your questioning sequence
will be moving from the broad to the narrow, and eventually you
will have the information to make the best decision
Question 7
State reasons why the study of communication is essential?
Repeated (Q. No 4)

Question # 8
How do we use gestures to communicate with others?
Answer:

The use of gestures in the verbal communication process can also

add meaning to the message that the sender is transmitting.
While some gestures (clenched fist, four stomping) indicate
anger, others can indicate nervousness (foot tapping, finger
tapping). Head nodding indicates agreement while head shaking
indicates disagreement. Head nodding also signals the receiver’s
desire for the sender to continue talking.

Keeping one’s arms closed tends to signal uncomfortable ness

while open arms tend to reveal openness and acceptance.
The thumbs-up gesture is a positive sign in most of the world, but
in some cultures it considered a rude gesture.

Question # 9
Feedback is not an important part of communication, but
rather a by-product. Do you agree or disagree?
Answer:
No, the Feedback is much important part of the communication
because a message is never communicated unless it is understood
by the receiver and through feedback the resever tells the
sender by verbal and non verbal response that he/she receives or
understand the massage.

Feedback: By two-way communication or feedback. This

feedback will tell the sender that the receiver understood the
message, its level of importance, and what must be done with it.
So the feedback loop is the final link in the communication
process. Feedback is the check on how successful we have been,
in transferring our messages as originally intended. It determines
whether understanding has been achieved or not.

Question # 10
Interpersonal communication is contextual. Discuss.
Ans:

Interpersonal communication differs from other forms of

communication in that there are few participants involved. The
interact-ants are in close physical proximity to each other, there
are many sensory channels used, and feedback is immediate. An
important point to note about the contextual definition is that it
does not take into account the relationship between the interact-
ants.
Psychological context, which is who you are and what you bring to
the interaction. Your needs desires, values, personality, etc., all
form the psychological context. ("You" here refers to both
participants in the interaction.)
Relational context, which concerns your reactions to the other
person--the "mix."

Situational context deals with the psycho-social "where" you are

communicating. An interaction that takes place in a classroom will
be very different from one that takes place in a restaurant.

Environmental context deals with the physical "where" you are

communicating. Furniture, location, noise level, temperature,
season, time of day, all are examples of factors in the
environmental context.

Cultural context includes all the learned behaviors and rules that
affect the interaction. If you come from a culture (foreign or
within your own country) where it is considered rude to make
long, direct eye contact, you will out of politeness avoid eye
contact. If the other person comes from a culture where long,
direct eye contact signals trustworthiness, then we have in the
cultural context a basis for misunderstanding.

Question # 11
How communication can play a part in increasing employ
productivity and reducing cost of the organization? Explain with
examples.

Cost Reduction
Effective communication skills make a significant contribution to
organizational cost reduction. To illustrate, consider the cost of
preparing a typical business letter. Supposing it is rupees 50. If
an employee prepares a letter that is not effective – one that
results in the need for additional correspondence – the
organization’s profitability is reduced.
Let’s take another example. Consider an organization with 10,000
employees. If each employee on the average wastes 10% of
his/her daily working hours in inefficient communication, and if
that 10% is equivalent to 100 rupees, then the total amount lost
would be of around one million rupees per annum

Many organizations are presently concerned about their inability

to improve their productivity, a necessity for their economic well-
being. A variety of factors can be identified that negatively
affect organizational productivity, including ineffective
communication

Question No: 12 (Marks: 3)

What is periodical?
Ans:
Periodicals: Also called serials are publications printed in
intervals that continue to be printed for an indefinite period of
time. Journals, magazines, and newspapers are types of
periodicals.

Question No: 13 (Marks: 3)

Speech pattern can contribute or distract from presenter
Discus.
Ans:
Some speech patterns are very pleasing and add to the clarity
and meaning of a message, others are very distracting or muddle
a message. The speech pattern with which presenters are most
concerned arc inflection articulation, fillers, pauses, and accents.

Question No: 14 (Marks: 5)

Thesis must be concentrate in its words. Discus
Besides being limited in scope, a thesis must also be concrete in
its wording. For example, the thesis
"Preventive dentistry is good" is, not well designed. This thesis
needs to be more concrete. "Good" is a vague term; it needs
definition. A more effective thesis for our audience might be:
Preventive dentistry is an effective means of controlling tooth
decay:" This statement indicates why preventive dentistry is
important.

Question No: 15 (Marks: 5)

What guide lines to over come the stage fright?

Know the room. Be familiar with where you will speak. Arrive
early, walk around the speaking area and practice using the
microphone and any visual aids.

Know the audience. Greet some of them as they arrive. It's

easier to speak to a group of friends than to a group of
strangers.

Know your material. If you're not familiar or are uncomfortable

with it, your nervousness will increase. Practice your speech and
revise it if necessary.

Relax. Ease tension by doing exercises.

Visualize yourself giving your speech. Imagine yourself speaking,

your voice loud, clear, and assured. When you visualize yourself as
successful, you will be successful.

Realize that people want you to succeed. Audiences want you to

be interesting, stimulating, informative, and entertaining. They
don't want you to fail.
Don't apologize. If you mention your nervousness or apologise for
any problems you think you have with your speech, you may be
calling the audience's attention to something they hadn't noticed.

Turn nervousness into positive energy. Harness your nervous

energy and transform it into vitality and enthusiasm.

Gain experience. Experience builds confidence, which is the key

to effective speaking.

Question No: 16
What is protective listening? Explain with one example. (3)
Ans:
Protective Listening
Listeners may not listen to a speaker because they have learned
to tune out certain kinds of stimuli.
Listeners become speakers, and speakers become listeners and
the sequence goes on. As a listener, you will sometimes hear
negative and even hostile expressions aimed directly at you.
While no one really likes to be subjected to hostile remarks, you
have to control protective listening so verbal attacks are
perceived without your having to defend or retaliate.

Question No: 17

What are ceremonial speeches? Give examples. (3)

Answer
Such speeches are: tributes, acceptance, inspiration, after-
dinner, & master of ceremonies.
Question No: 18
Why is it necessary to know the audience knowledge about the
topic? (3)
Ans:

You can't persuade your listeners if you don't know much about
them. Knowing your listeners helps you to shape your message in a
way that's most likely to gain their acceptance. That's all the
more important when your goal is to persuade, and not simply to
inform, your audience.

Question No: 19
In order to find a topic of a speech, one has to follow some
rules for selection of the topic. Discuss those differential
rules that are used to select the topic. (5)
Ans

Selecting a Topic
The topic is an often overlooked part of a speech. This is a grave
mistake because your topic is the first part of a speech with
which the audience comes into contact.

To select a good topic, follow the guidelines below:

A topic should be appealing.

In other words, a topic itself should be interesting, and that it
should make people want to hear your speech

A topic should be intriguing.

A topic should tell the audience just enough about your speech to
get them wondering what it is going to be about.

A topic should not tell too much about a speech.

Simply stating the subject matter is not a good idea for a topic.
Something like, "Money Politics" or "International Trade" not only
tells the audience what the speech is going to be about, but they
also suggest the reasoning and the conclusion.

A topic should be an integral part of a speech.

Although this is not an absolute requirement, I think it shows
good form if you can somehow work your topic into your speech;
e.g., going back to your topic at the conclusion of the speech, or
even closing the speech by repeating the topic.

A topic should not be too vague.

A problem which has become common or too much has already
been talked about. For example, coeducation, corruption.

Question No: 20
Explain the importance of rate of speech in effective
communication? (5)

Rate
An average rate of speech is 140 words per minute. As with other
vocal characteristics, the rate of speech should be varied during
a presentation. For emphasis, a speaker may periodically slow
down to less than 100 words per minute to voice a point in a
deliberate manner. To elevate the level of energy or quickly
convey a point of lesser importance, a speaker may occasionally
accelerate the rate to more than 170 words per minute.

Question No: 21
Informative and A Persuasive Speech
Ans:
Informative Speech
Informative speaking offers you an opportunity to practice your
researching, writing, organizing, and speaking skills. You will learn
how to discover and present information clearly. If you take the
time to thoroughly research and understand your topic, to create
a clearly organized speech, and to practice an enthusiastic,
dynamic style of delivery, you can be an effective "teacher"
during your informative speech.
Finally, you will get a chance to practice a type of speaking you
will undoubtedly use later in your professional career.
The purpose of the informative speech is to provide interesting,
useful, and unique information to your audience. By dedicating
yourself to the goals of providing information and appealing to
your audience, you can take a positive step toward succeeding in
your efforts as an informative speaker.

Persuasive speech
A persuasive speech is a speech aimed at influencing values, ideas,
beliefs and attitudes of the audience. Pragmatically, a persuasive
speech is used to convince people to come a different idea,
attitude and belief, react to something, consider doing things
they were previously unwilling to do.

Question No: 22
Listener Barrier
Ans
LISTENER BARRIERS
These barriers relate to the listeners mind set. Typical mind sets
of listeners include not paying attention or daydreaming. The
listener generally exhibits resistance toward the sender and/or
the message. Listener resistance can also be characterized as
uneasy communication, perhaps even confrontational
communication.
Question No: 23
How to deliver a good speech? Discuss it with Example
Ans:
• Keep your audience in mind
• Speak slowly, vigorously, and enthusiastically
• Use gestures to accentuate points
• Maintain eye contact with your audience

Question No: 24
Boardroom arrangement is ideal for group discussion,
particularly between 10-15 participants. Discuss 3 marks
Ans:

This seating arrangement is ideal for group discussion,

particularly between 10-15 participants. It facilitates good
interaction among the participants and is often used for decision-
making purposes. Seating around an oblong table everyone can see
everyone and can easily share images and texts which are spread
across the table.

Question No: 25
Keeping open mind is essential for better listener, Discuss
Ans
Keep an open mind. Don't just listen for statements that back up
your own opinions and support your beliefs, or for certain parts
that interest you. The point of listening, after all, is to gain new
information. Be willing to listen to someone else's point of view
and ideas. A subject that may seem boring or trivial at first can
turn out to be fascinating, if you listen with an open mind.

Question No: 26
A skillful response consists of two parts: Discuss. 5 marks
Ans:
A skillful response consists of two parts; affirmation and answer.
An affirmation is a relational technique that acknowledges and
validates people. Even when a question or objection challenges a
speaker, it is essential to maintain an affirmative relationship
with the audience - everyone in the audience. How a speaker
responds to one person is observed by the audience as a whole,
and influences how an audience reacts to the speaker. The
manner in which a presenter responds to audience feedback
demonstrates finesse and professionalism or lack of it.

Question No: 27
What is deductive and inductive order of speech?

Ans:
A deductive ordering is the pattern of beginning with a general
statement that is commonly accepted by the audience and then
introducing more specific statements that will develop and lead to
the main point of your speech, You reason from the general
statement to the more specific statements to your conc1usion or
resolution. For example, your general statement is: "Reading is an
important skill for every college student to have." You begin with
this general statement, then list specific instances of the
importance or reading to the college student (with examples that
illustrate the results of an inability to read well) because you
wish to persuade your audience that "every college student needs
to take a course in reading.”

Inductive ordering is just the reverse of the deductive. In the

inductive pattern, you begin with specific examples, facts, and
supporting evidence, then move toward more general arguments,
and, finally, conclude with your general statement or thesis. One
reason for using the inductive approach is to allow the audience
to think through the process with you. Or if the audience feels
negatively about your general statement, you need 'to .begin with
specific information that will be less threatening to them.

Question No: 28
Keeping on open mind is essential for better listening
Discuss??(2)

Repeated

Question No: 29
LIKE the Characteristics of vocal quality (pitch, value, rate
and tone) speech pattern can either to or detract from
presenters effectiveness discuss (3)?
Ans:
The term speech pattern refers to any vocal trait that is
habitual. Although usually learned behavior, speech pattern are
sometimes a reflection of a psychological or emotional condition.
A person who repeatedly voices the phrase like “you know" may
have acquired the habit from a peer group, or the pattern may
signal that the person is nervous when speaking before a group.

Like the characteristics of vocal quality (pitch, volume, rate, and

tone), speech patterns can either contribute to or detract from a
presenter's effectiveness.
Some speech patterns are very pleasing and add to the clarity
and meaning of a message, others are very distracting or muddle
a message. The speech pattern with which presenters are most
concerned arc inflection articulation, fillers, pauses, and accents.

Question No: 30
Why is it necessary to know the audience knowledge about the
topic??(3)
Ans:
You'll need to address your listeners at the level of their existing
knowledge. So it's important to have a clear picture of what they
already know. From that, you can build your presentation, adding
information your listeners don't already have.

If, for example, your audience already has expertise in a given

area, don't waste their time with unnecessary background. Start
instead from what they already know. What additional
information will they need to better understand and accept your
message?

By the same token, if your listeners know little about your topic,
you'll need to take that into account too, and fill in the gaps in
their knowledge.

Think in terms of how much information your audience needs, not

how much information you can provide. In some cases, you may
want to provide additional information in a handout after your
presentation.

Mid Term Subjective File of

Communication Skills MCM301
Composed By: Muheet Ali & Farhan Faiz
 HaCkerZzZ Group
Mandi Bahauddin
[email protected]
[email protected]