ANS: RHETORICAL THEORY:
Theory is preferable because it deals best with the business communication as business communication does not ends at reception of message sent by the sender.
According to rhetorical theory communication is circular rather than linear process it involves sending a message, reception of message by the recipient and then generating the desired response dynamical not static
This circular quality of communication is most important for business communication where the object is to achieve the desired response unlike electronic or social environmental theories that explain communication as a linear process
Q2 TRAITS OF A GOOD COMMUNICATOR
ANS: 1.GOOD LISTENER
First of all a good communicator must be a good listener .he pays full attention to everything the other person is communicating
2. CREATIVE THINKER
HE constantly thinks about the nature of the messages and expected responses by others. As a result he can anticipate what the other person’s response will be towards what particular message. This quality is also referred as perception
3. PRECISION
Precision can be in “structuring of message” as well as in “meeting of minds”
In structuring a message he uses right combination of words, accurate grammar and avoids use of same words to different persons
Meeting of minds means that he conveys message in such a manner that the receiver is appealed to desired response
4. CREDEBILITY
A communicator is believable. He tries to find out what is more important for the other person .others have faith in his words and intentions
5. CONGENIALITY
He maintains friendly atmosphere. Others are inspired by his way of communication and are ready to response whether they agree or disagree with him.
In fact he has a command and control over the recipients
Q.3 ROLE OF PROXIMTY AND ARTIFACT IN NONVERBAL COMMUNICATION
ANS:
NONVERBAL COMMUNICTION
It is the part of communication not encoded in words e.g. facial expressions, tone of voice, environment etc
1. Role of proximity
Proximity means space or distance between two persons communicating with each other.
By altering physical distance from other people we communicate subtle messages such as our willingness to participate in dialogue or lack of interest
If perceived distance is inappropriate we become uncomfortable and communication is ineffective unless we adjust it by moving physically near or away from the other one
2 Roles of artifacts
Artifacts are objects of daily use that convey message about the communicator
Most important of these are appearance and clothing that directly affect personality.
Appearance of a person that is selection of clothing use of proper make over, hairstyle etc all are part of nonverbal communication that convey message about one’s personality and affect response. Even use of glasses and perfume is noticed
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Q1
Any action in which one person gives or takes information from other person, information can be about his needs, desires, perceptions, knowledge, or affective states. This communication may be intentional or unintentional; it may involve conventional or unconventional signals, may take linguistic or non-linguistic forms, and may occur through spoken or other modes.
Electronic Theory
• The message sent is accurate and can’t be changed on its way. There is a direct contact between sender and the receiver.
• It can be sent at its highest speed.
• We can communicate from where ever, whenever and what ever time we want.
• It is very much accessible for the busy people.
• It takes less time to reach the recipient.
• It is less costly.
On the whole we can say that electronic communication is not linear, but circular; not just sending a message to be received, but producing a response; not static, but dynamic.
Q2.
• Perception
• Precision
• Credibility
• Control
• Congeniality
Perception: A good communicator is able to predict how you will receive their message. They can guess or predict your reaction and shape the message accordingly.
Precision: They create a ‘meeting of the minds’. When they finish expressing themselves, they share the same mental picture.
Credibility: They are believable. They have faith in the substance of their message. You trust their information and their intentions.
Control: They shape your response. Depending on their purpose, they can make you laugh or cry, calm down, change your mind or take action.
Congeniality: They maintain friendly, pleasure relations with you regardless of whether you agree with them. Good communicators command your respond and good will. You are willing to work with them again, despite their differences.
A good communicator always takes care of the following aspects while communicating:
1. He gives his audience a framework for understanding the ideas he communicates.
2. He makes his message memorable.
3. He uses words that evoke a physical and sensory impression.
4. He provides limited the number of ideas at a time.
5. Tries to put that point into the priorities of the audience.
6. By highlighting and summarizing key points, you help your audience understand and remember the message.
Q3
Nonverbal Communication
Nonverbal communication is the sending or receiving of wordless messages. In other words we can also call it; communication other than oral and written, such as gesture, body language, posture, tone of voice or facial expressions. Nonverbal communication is all about the body language of speaker.
Nonverbal communication helps receiver in interpreting the message received. Often, a nonverbal signal reflects the situation more accurately than verbal messages. Sometimes nonverbal response contradicts verbal communication and hence affects the effectiveness of message.
Nonverbal communication has the following elements:
Appearance including the speaker’s clothing, neatness, hairstyle, use of cosmetics; and of surroundings including room size, lighting, decoration, furnishing etc.
Body language which is consisting of facial expression, gestures, postures etc.
Sound can be the voice tone, volume, speech rate etc.
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Answer of question no.1;
Communication is the Transmitting information from one person to other person.
Communication is considered effective when it achieves the desired reaction or response from the receiver.
So in all the three theories of communication Rhetorical theory is considered the best one, as this theory is circular not linear .By this circular quality the business communication theory becomes more effective. It passes all the process of communication as;
1. Context /situation /environment.
2. Sender /encoder.
3. Message.
4. Medium.
5. Receiver /decoder.
6. Feedback.
Answer of question no.2;
Traits of good communicators
Good communications
Strong communication skills are found in every job description listed by companies advertising positions. Communication is a primary responsibility in many carriers, such as customer relations, labor relations, marketing personnel, public relations, sales and teaching.
So, every good communicator should be ability to communicate well.
Traits of good communicators
Good communicators have some traits to exchange their information, ideas, plans, and terms of the business transactions, make proposals, decisions, contracts and agreements. some are as follow;
1. Perception
2. Precision
3. Credibility
4. Control
5. Congeniality.
1) Perception
They are able to predict how you will receive their message. They anticipate your reaction and shape the message accordingly.
Perceptions vary from person to person. The world of reality is in fact a very complex world. What is the perception for one person may not be same for the other. To avoid misunderstanding of communication it is necessary that the sender and receiver take a common view of a situation.
2. Precision
They create a meeting of the minds, or structure of minds. For this they choose the best words or understandable words to convey their message.
3. Credibility.
Communicators are believable, for them there is important to getting favorable reaction. An effective communicator builds credibility by writing and speaking by considering receivers point of view.
4. Control
Their purpose is to make you laugh, cry, calm down, change your mind or take action.
5. Congeniality
They make the environment friendly, or pleasure relation with you whether you agree with them.
Good communicator makes you to wish to work with them again and again.
Answer of question number 3;
Non verbal communication
We the people also communicate nonverbally, that is without words. Often they express feelings more clearly than the spoken or written language.
Appearance, body language, silence, time space, smell and touch are the types of nonverbal communication.
Proximity
Proximity means physical space, how people make space with others to communicate the message. Personal spaces vary according to gender, status, roles, culture or position.
People also use their height and weight to convey their message .the use of space reflects the way people feel about others. in different cultures, people like to keep a certain distance from one another. In the United States, personal space in a two-person conversation is about 18 inches. the need for space is less in many middle eastern countries.
Artifacts
Artifacts are the appearance; appearance carries nonverbal impressions that affect receiver’s attitudes towards the verbal message even before they read or hear you. Clothing, hairstyle, neatness, jewelry, cosmetics, posture, and stature are part of personal appearance. They carry impressions regarding occupation, age, and job status. Appearance and cloth are important and highly visible parts of nonverbal communication.
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