Q. 8. Enumerate .tHd discuss the importance of conZmt2nieation.
Ans. The importance (which may effectively be also called as advantages) of communication may be studied under the following heads .: i-;clt.;re emttDer22ted and discussed in the narration to follow
1. It helps in org;ZniS2ition anti coordination. Certainly good co;lllllutlication helps in better organishlg the activities and co-oidin.Zting the . Torts to the best advantage of both tlie staff and the OrganisatioZZ as a whole Comrnuric.;tion plans a positive role in ibis respect.
2. It terms the h2lsis of control. Though downward and then upNN-ard comrllunicatiou the management can couvev what it pants to be achieved a .ulri also: it may come to know what is happening downward and how the staffis perlormingandbell3iug. Thus a comrollingdevicerZZay be ie-c!oped to evolN e the method of lt2lderstanding and application of correctives Thus, a desired effect may be 1eft on the staff and desrrcd results may be obtahled.
3. It helits in .notiv2ltion and pr22N-itliZIg learlcrshil2. Effective communication is the best wav to roo2iNate tile peoplc and extract best of tltem. These also provides a basis for leadership The rn2id.:n e, advice arid suggestions to improve and do better Call only given with the hdp of an effective eornmunication. Titus nZotiNatioll ant leadership are provided by conmmmeatiotl wltic!l in turn help in aehieviD2 what the management has desired to achieve.
4. It helps in e .cltiin l.je of intor matings. In orrZlations come frornwitlli and also front outside. Bv ldopting downward and upward communication, hZfornZai comrlZuDication and horizontal conmillllic.ltioll the exchange of informations is made possible. This also helps in ;mderstallditt- the problems and offering solutions to theul.
5. Liaison With outside r2-orlti is also made possible N;itil the help of - . effective method of CO:llllll';llC;ttlO:1 This also is hclpfH1 its building r tN-il Jr the Organisaiion.
QUALITiES OF GOOD COMMUNICATiON SYSTEM
Q2 5 Discuss qualities ot a good comnnZ2nie2ttion System.
Amp .c.igh it is lot possible to strictly l.lv down rpccifi c qualities of
1. Speed. A contn.unication system nrust be capable of conununicat i at a required speed. C,Nelaved conimumication is no communicat or..
2. Accuracy. The message. -.vllateNer, is conveyed must be conveyed accurately often on telephone messages are not required properly and correc-d.. particularly the numerical messages e c. - 3. Secrecy. The sNstem should be able to convey the communicated only to those for whom it is meant. This maintains the secrecy
4. Record. As far as possible the conveyed cotrununication must be recorded and a record be maintained so as to have it for reference in future.
5. Economical. The s stem should be as economical as is possible. A costly cwnmunication is seldom treated as good one I
6. Simple in use. The system should be si untie to use so that everN one may understand the operation etc.
7. Suitability. According to the nature and requirement of corrunrrrrnc.ition if should be suitable 5uitabilitN reduces the cost and is also more elfcciive.
MECHANICAL DEVICES FOR ORAL COMMUNICATION
Q. 1(). Give a list of all inechanical devices used in oral communication and cx;ilairr ail kiwis of talc; Ironic communication.
Ans. The following mechanical devices are cotrmmniv used ir. oral communication:
1. Signals or staff location system in which bells buzzers, sigualbulbs, loudspeakers and wireless system are made use ot:
2. Wireless system.
3 Spea tubes.
4 Dictating machines.
5 Telephone:
(i) Main Line and Extensions .
(ii) Private Branch Exchange (PBXN (iii) Pnvate Autotllatlc Branch Exchange (PABX)
(iv) Private Inter-communications System
(I') it.:dio-teleplrone TELEPHONE: MAIN LINE AND EXTENSIONS