PCE FAQ assignment ( Q1 to 40)
1. Explain communication process.
Ans. The word communication has its root in the latin word communicare, which means to share and
sharing is of information, knowledge and thoughts. For sharing of information, we require two parties,
the sender and the receiver, without which communication cannot takes place.
Communication can be defined as the exchange of information, ideas and knowledge
between sender and receiver through an accepted code of symbol. It is effective only when the
receiver receives the message intended by the sender in the same perspective. Otherwise it is
miscommunication.
In communication process cycle, the sender encodes the message and sends it through a
channel. This channel is nothing but the language used – words, action, signs, objects or a
combination of these. The receiver receives the message, decodes it, and act on it. If the message
received is the same as the message sent, there will be a response, if not, there has been breakdown of
communication. The transmission of the receiver’s response to the sender is called feedback. Message
themselves are transferred through a medium, the channel. In oral communication, the air or telephone
wires are commonly used channels. In brief, the essentials of effective communication are:
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A common communication environment.
Co-operation between the sender and the receiver.
Selection of a appropriate channel
Correct encoding and decoding of the message
Receipt of the desired response and feedback.
2. Why language is considered as a tool of communication?
Ans: It is a well-established fact that effective communication is made possible with the help of
language. You do not have to be a linguist in order to acquire good language skills. However, a basic
knowledge of the theory of language will certainly help you to understand the intricacies of writing
and speaking clearly. So let us look at some of basic features of languages.
When we try to define language, the first thing that comes to mind is words. Language
employs a combination of words to communicate ideas in a meaningful way. By changing the word
order in a sentence, we can change its meaning and even make it meaningless.
When language first came into being, a community of people agreed to represent a certain
object or idea by a specific sound or symbol. In the very first words, there may have been some
correlation between the symbol and the sense-they may have been onomatopoeic. A few such words
that still persist in the English language are buzz, drizzle and murmur. In fact most words evoke
certain meanings because people have agreed that the symbols represent specific meanings. Language
is directly dependent on people and cannot exist in isolation. It arose out of the human needs to
communicate. Primitive man communicated only with sign language cries.
People use language to give shape to their experiences. Since language is not exact, many
a time it leads to misunderstanding being aware of the basic characteristics of language can help us
understand this better and communicate more effectively.
According to the ideas, put forward by some eminent linguists ,language is:
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Artificial.
Restricted.
Abstract.
Arbitrary.
Creative.
Redundant.
Recursive.
3. What are the Characteristics of Language?
1. Artificial
2. Restricted
3. Abstract
4. Arbitrary
5. Creative
6. Redundant
7. Recursive
Language is Artificial
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Is created by people
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Every symbol is attached to a particular thought or thing called “Referent”
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There is no connection between the symbol and the thing

Example:- Table
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Evolution of the word Nice
Language is Abstract
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It represents generalized ideas of things and thoughts
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Example:- Dress
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It’s abstract nature helps us to generalize things like pins, books , tables etc..
Language is Arbitrary
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There is no direct relationship between a word and the idea or object it represents.
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Example:- Chair
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Language keeps evolving to include new concepts and words
Language is Creative

It creates new words every day.
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Example :- Netettiquette
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Edutainment

Twenty20
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Either words can be borrowed from other languages or new words can be created by
combining two existing words
Language is Repetitive
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Every language has a capacity of repetition or redundancy
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Example:- Many students are writing in their notebooks.
Language is Recursive
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Can generate any number of sentences using the same basic grammatical templates.
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There is no limit to the potential length of a sentence.
4. Explain various levels of Human communication?
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Human communication takes place at various levels
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Extra personal
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Intrapersonal
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Interpersonal
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Organizational
◦
Mass
Extra personal Communication:
•
Communication between human being and non-human entities.
•
This form of communication requires a good understanding, perfect co-ordination between
sender and receiver.
•
It can also involve some sign language.
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Intrapersonal Communication: Takes place within the individual.
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Self-motivation, self-determination happens at this level.
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Example – Feeling hot ->message from and to brain and organ.
Interpersonal Communication
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Sharing of information among people
Can be Formal and Informal.
Organizational Communication
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Takes place at different hierarchical levels.
◦
Internal-operational
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External-operational
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Personal
Mass Communication
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A mediator transmits information to a large audience
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Has large reach
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Impersonal
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Presence of a gatekeeper
Examples:- Books, television, large gatherings addressed by a leader, newspaper
5. Explain flow of communication?
FLOW OF COMMUNICATION:
Information flows in an organization both formally and informally. The term formal
communication refers to communication that follows the official hierarchy and is required to do one’s
job. Information of various kinds flowing through formal channels, such as policy or procedural
changes, orders, instructions, confidential reports, etc, is classified as formal communication. This
type of communication can flow in various directions – downward, upward, lateral or diagonal.
Downward Communication:
Downward communication flows from a manager, down the chain of command. Downward
communication can take any form- memos, notices, face to face interactions, or telephone
conversations. This should be balanced by an upward flow of communication. This pattern of
communication is generally used to convey routine information, new policies or procedures, to seek
clarifications, to ask for an analysis, etc,.
Upward Communication:
When subordinates send reports to inform their superiors or to present their findings and
recommendations, the communications flows upward. The extent of upward communication,
especially that which is initiated from at the lowest level depends on the organizational culture.
Suggestions boxes, employee attitude surveys, grievance procedures, superior- subordinate decisions,
review reports, statistical analyses, etc, provide restricted information to top management.
Lateral or Horizontal Communication:
This form of communication takes place among peer groups or hierarchically equivalent employees.
Such communication is often necessary to facilitate coordination, save time and bridge the
communication gap among various departments. Lateral communication enables the sharing of
information with a view to apprise the peer group of activities of a department.
Diagonal or Cross-wise Communication:
Diagonal or Cross-wise Communication flows in all directions and cuts across functions and levels in
an organization. Though this form of communication deviates from the normal chain of command,
there is no doubt that it is quick and efficient. The increased use of e-mail also encourages cross-wise
communication.
6. What are the communication networks?
COMMUNICATION NETWORKS:
Formal Networks:
A variety of patterns emerge when communication combines through vertical and horizontal channels.
These patterns are termed as communication networks.
There are five types of formal network, which are as follows:
1.
2.
3.
4.
5.
Chain Network
Y-Network
Wheel Network
Circle Network
All-Channel Network
Chain Network:
The chain network represents a vertical hierarchy in which communication can flow only upward or
downward.
Y- Network:
Represents multi-level hierarchy and a combination of horizontal and vertical communications
Wheel network:
Represents several subordinates reporting to a superior.
Can be a combination of horizontal and diagonal flow of communication
Circle Network :
Allows members to interact with adjacent members but no further
All-channel Network:
Which is least structured, enables all employees to interact freely
Everybody’s views are equally and openly shared.
(Note: Draw diagrams for all the networks)
7. Explain the importance of technical Communication
Communication is important not only in an organization but also in daily life. In everyday life, you
will find that communication occurs everywhere. It is an integral part of daily activity.
Message that are non technical or informal in natural are categorized as
general purpose communication, whereas message pertaining to technical, industrial, or business
matters belong to the category of technical or business communication.
Some characteristics of Technical communication are: Follows a set pattern
 Both oral and written
 Always for a specific audience
 Frequently involve jargon, graphics etc
 Contains a technical message
 Mostly formal
Success of any organization can be recognized by the quality and quantity of information
flowing through it’s personnel. Communication becomes more and more important when you
go higher in the organizational hierarchy. You have to develop your communication skills to
be successful in your career.
Technical communication is of two types:1. Oral
For example:
Face-to-face conversations
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Telephonic
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Meetings
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Seminars
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Conferences etc
2. Written
For example:o
o
o
o
o
o
8.
Memos
Letters
E-mails
Faxes
Notices
Circulars etc
Explain in detail
 Communication Cycle
 Noise
 General and Technical Communication
The Communication Cycle
Consider the communication process as shown in below
The sender encodes the message and send it through a channel. This channel is nothing but the
language used – words, actions, signs, objects, or a combination of these. The receiver receives the
message, decodes it, and act on it. If the message received is the same as the message sent, there will
be a response; if not, there has been a breakdown of communication. This may happened because of
‘noise’.
The transmission of the receiver’s response to the sender is called feedback.
The feedback is essential as it is a barometer of effective communication. If you are sending a
message to somebody, your communication cycle is complete only when you get a response from the
recipient of your message. Otherwise you need to resend the message. Of course, even if you receive
a response, it may or may not be there one you had expected. But once you receive a some response,
you know that you have communicated your message to other party successfully.
Your communication is fully effective only when you get the desired response
from the receiver. Communication take place in a well-defined set-up. This is called the
communication environment
Examples :- Class room
(Note: Also draw Figure 1.1 given in the book)
Noise
When you communicate, you desire the message received should be the same as the message sent.
But you might notice that this is not always the case. Sometimes, this is due to the
presence of noise. Noise is defined as any unplanned interference in the communication environment,
which causes hindrance in the transmission of the message. Noise distorts interpretation or the
decoding part of the communication process.
Noise can be clarified as the channel and semantic.
Channel noise is any interference in the mechanics of the medium used to send a message. Familiar
examples of channel noise are distortion due to faulty background, noise in telephone line, or too high
a volume or pitch from
loudspeaker. In written communication, illegible handwriting can be termed as channel noise.
Whereas channel noise developed externally, semantic noise is generated internally, resulting from
error in the message itself. It may be because of the connotative meaning of a word allowing the
meaning to be interpreted differently by the sender and receiver. For example, the word ‘condescend’
may be used in a positive manner, implying graciousness ordignity of manner, but the receiver might
interpret it in a negative manner, related to a assumption of superiority. Other examples of semantic
noise are ambiguous sentence structure, faulty grammar, misspelling, and incorrect punctuation.
The importance of technical communication
Technical communication plays a pivotal role in an organization, whether it is a
business enterprise, an industry, or an academic institution. All managerial or
administrative activities involve communication be it planning, organizing,
recruiting, coordinating, or decision making. When you write reports, give
instructions, or read barouches and manuals, you are involved in the process of communication.
Communication serves as an instrument to measure the success or growth of an organization.
For example, papers published by research and development organization bring to light there process.
The success of any organization is largely recognized by the quality and
quantity of information flowing throw its personnel. When the CEO of an
organization presents his company’s achievement in a meeting, each of the
participant comes to know of these milestones. The various types of
communication not only help an organization to grow, but also enable the
communicators to develop certain attributes.
Sadly, though most professionals are well aware of importance of
communication, they do not develop their skills to good effect in this sphere of
work.
The higher your position, greater is your need to communicate. A laborer,
for example may not be involved in communication as a top-level executive. The more you participate
in the communication process, the better you develop your skill in collecting organizing information,
analyzing and evaluating facts, appreciating the difference between the fact and inferences, and
communicating effectively. If you wish to become an effective communicator, you need to
communicate, communicate and communicate. There is no other way out.
Technical communication in an organization can be divided into two parts:
Oral and Written.
Examples of Oral communication Both are equally important, as it cannot be specified which of these is used more in an organization.
9.What is noise? Explain in detail
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Any interference in the message sent and message received lead to the production of
noise.
The term communication barrier, or that which inhibits or distorts the message, is an
expansion of the concept of noise.
Noise here does not mean cacophony, but a break in the communication process.
If noise occurs because of technological factors, it is a smaller problem as it can be
removed by correcting the technological faults.
It is like a barrier in the communication.
This barriers acts like a sieve that filters only a part of the message thus causing
undesired response.
Example:
You go to meet your boss, to seek permission for visiting the automobile
exhibition being held in Delhi. While you are talking, two of your colleagues also arrive
to get your boss’s signature on some bills. You fall silent while he signs the bills. After
they leave, you resume talking but you find that your boss has not really grasped what
you have said earlier. You later analyse this situation, and realise that colleagues’
intervention led to your boss’s lack of concentration. As the sender, you had patiently
tried to express your wish. But because of ‘the noise’ by your colleagues, the receiver,
your boss, could not decode your message fully. Hence the communication process failed.
10. Explain the classification of barriers?
Barriers in communication act like a sieve that filters only part of the message thus causing
undesired response.
There are three types of communication barriers:-
Intrapersonal Barriers
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Stems from a person’s attitude, behaviour, knowledge, education and personality
Individuals are unique because of their idiosyncracies.
This is mainly because of differences in experience, education, value, and attitudes.
Each of us interprets the same information in different ways as our thinking varies.
Certain common causes are responsible for the an individual’s inbuilt barriers.
Causes for Intrapersonal Barriers.
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Wrong assumptions
Varied perceptions
Differing background
Wrong inference
Impervious categories
Categorical thinking
Interpersonal Barriers
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Interpersonal barriers occur due to the inappropriate transaction of words between
two or more people.
Interpersonal barriers creep in as a result of the limitations in the communication
skills of encoder or decoder, or both.
In addition, they may also occur because of some disturbance in the channel.
If there are two people involved in communication, the traits that distinguish them as
individuals can be the root cause of a communication problem.
Causes for Interpersonal Barriers.
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Limited vocabulary
Incongruity of verbal and non-verbal messages
Emotional outbursts
Communication selectivity
Cultural variations
Poor listening skills
Noise in the channel
Organizational Barriers
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Every organization has its communication techniques and communication climate.
Irrespective of its size, all organizations have communication policies. These policies
are referred to as protocol
The complexity and structure of this protocol can cause communication barriers
Main organizational barriers are
o Too many Transfer points
o Fear of Superiors
o Negative Tendencies
o Information Overload
13. In detail explain Organizational barriers?
Communication barriers are not only limited to an individual or two people but exist in entire
organizations. Irrespective of size, all organizations have communication policies which describe the
protocol to be followed. It is the structure and complexity of this protocol that usually causes
communication barriers.
Too many transfer stations:
The more links there are in a communication chain, the greater are the chances of
communication that will occur. The message gets distorted at each level not only because of poor
listening or lack of concentration, but also because of several other reasons. Sometimes people may
filter out a part of message which they consider unimportant.
Fear of superiors:
In rigidly structured organizations, fear of awe of the superiors prevents subordinates from
speaking frankly. As a superior, it is essential to create an environment which enables people to speak
freely. An open environment is conductive to increasing the confidence and goodwill of a
communicator.
Negative Tendencies:
Many organizations create work groups. While some groups are formed according to the
demands of the task, such as accomplishing a particular project, many other small groups are also
formed for recreational, social, or community purposes. These groups may b formal or informal, and
generally consists of people who share similar values, attitudes, opinions, beliefs, and behaviors.
Nevertheless, on some occasions, it is possible to have a communication barrier due to confliction of
ideas between members and non-members of a group
Use of inappropriate media:
Some of the common media used in organizations are graphs, charts, telephones, boards, email, computer presentations, teleconferencing, and video conferencing.
Before sending a message, you should consider the following factors while choosing the medium:
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Time
cost
Type of message
Intended audience
Information overload:
Out of major problems faced by organization today is the availability of huge amounts of data
which the receiver is unable to handle effectively. This is known as information overload.
The usual results of information overload are fatigue, disinterest, and boredom.
Under this circumstances, further communication is simply not possible.
14. What is impact of technology?
In this information age, the ability to organize, present and transmit information with
clarity, coherence, and precision is perhaps more important than any other skill.
Rapid advances in computer technologies for communication provide us with plenty of
tools to enhance this ability.
A wide range of user-friendly communication tools are available to improve the
effectiveness of technical documents and communication material prepared during
academic and professional careers. They help us with both tedious as well as creative
aspects of communication.
Use of computer packages for technical communication has its advantages as well as
limitations.
ADVANTAGES:
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Speed and efficiency
Professional appearance and flavor
Vividness and greater appeal
Plenty of resources for data
Lot of facilities for reversing, editing and formatting
DISADVANTAGES:
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Information overload or difficulty in information selection
System failure
Fatigue and frustration encountered
Requirement of a certain level of technical literacy
Blurring of official and personal lines in lives
All limitations can however be overcome by familiarizing yourself with latest communication
software.
15) How softwares are used for creating messages?
 Ans:- Creating technical messages involves few steps
 1. Planning
 2. Collecting
 3. Analyzing
 4. Organizing
1. Planning the Content: Computers can help you to plan the content of your technical documents – short letters to
long reports.
 types of software helpful in planning
1) Brainstorming software:- Brainstorming is a group creativity technique by which a group
tries to find a solution for a specific problem by gathering a list of ideas spontaneously
contributed by its members.
Is a tool that helps in bringing brainstorming, creative thinking, lateral thinking and problem solving
techniques.
Improves ability to generate new ideas at work !!
It is NOT a substitute for human thinking
but helps in enhancing and giving directions to your thoughts.
2) Collecting
 How would you collect data ?
 Ans :- Search engines!!!
 Nowadays manual search for information is combined with electronic search as most
information is available electronically.
 Computer can help you find information quickly and accurately!
Popular search engines:- Google, Lycos etc
3) Analyzing and organizing
 Rearranging the data/information in such a way that it is meaningful to the reader is analyzing
and organizing data.
 Tools :- Outlining tools, Mind mapping tools, Graphics software
1. Mind Mapping Tools –
Are ways to generate and visually organize ideas to show relationships between them
2. Statistics, Graphics and Spreadsheet Tools –
Help in combining or viewing raw numbers (data)
in different ways to give a clear and better picture.
to reveal trends and relationships in data.
To give meaningful interpretations to data
4) Organising:- After all the above steps we must organize in a proper way elimating all the
unwanted info…..
16) How softwares are used for Writing Documents?
 Ans:- Word processors are becoming document-oriented.
 We can use other tools like electronic thesauruses, grammar and style checkers and other
tools seamlessly with word processors for writing.
 Examples of popular word processors are – MS Word, Apple iwork, Corel WordPerfect, Sun
Star office etc..
 Two topics under this
 1. Styles and Templates
 2. Revising and Editing
 Style:-Any formatting that you use in your document
 Templates-Refers to collection of styles that you apply to all your documents
Revising and Editing
 Word processors provide time saving effective tools for revising , editing and polishing
your documents.
 Like Copy, paste, cut, delete, move , search, replace etc..
17. How software are used for presenting documents?
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In this information age, the ability to organize, present and transmit information with
clarity, coherence, and precision is perhaps more important than any other skill.
After completing writing, revising and editing your document, you need to present them.
Desktop publishing - You can use Desktop Publishing ( DTP) software e to publish
documents. These can combine text, graphics and design elements in your document. Eg: Quark Express, Adobe Pagemaker etc
Electronic publishing – You can use programs to generate html or pdf files. Eg:- Dream
Weaver, Microsoft FrontPage, Adobe Acrobat Distiller etc
To present your documents in front of audience, you can make professional presentations.
Most popular software is Microsoft Power Point . It is a complete graphics package to
produce a professional presentation.
18. How to transmit documents?

After completing your documents -> You need to present your documents, use Desktop
Publishing ( DTP) software is available to publish documents.
 Desktop publishing began in 1985 with the introduction of MacPublisher
Other examples- Adobe PageMaker, MS Office Publisher, Scribus etc
Ms power point is a most popular softwareused for presenting documents
It’s a complete presentation, graphics package
Presentation is a series of slides
You can also print audience handouts and speaker notes
You can have a uniform format in ur presentation by using slide master
It can be in a single file
19. Explain effective use of available technology?
 Technology has made the world a smaller place.
 It has changed the way we do things.
 Information has become a valuable resource, just as much as capital infrastructure and people.
 Information technology is fundamental to the success of any business.
 In this Information Age
 Wide variety of tools are available to
 Organize
 Present
 Transmit Information with

Clarity

Coherence

Precision
Advantages of these tools
 Speed and accuracy
 Professional appearance and flavor
 Vividness and greater appeal
 Plenty of resources of data
 Easier revising, editing and formatting
Disadvantages
 Information overload
 System failure
 Fatigue and frustration
 Requirement of technical literacy
 Blurring of official and personal lives
 Types of tools
•
Software for creating messages
•
Software for writing documents
•
Software for presenting documents
1. Software for creating messages
 Creating technical messages involves 5 steps
 1. Planning
 2. Collecting
 3. Analyzing
 4. Organizing
 5. Writing
SOFTWARE FOR WRITING DOCUMENTS
 Word processors are becoming document-oriented.
 We can use other tools like electronic thesauruses, grammar and style checkers and other
tools seamlessly with word processors for writing.
 Examples of popular word processors are – MS Word, Apple iwork, Corel WordPerfect, Sun
Star office etc..
 Two topics under this
 1. Styles and Templates
 2. Revising and Editing
Software for presenting documents
 After completing your documents -> You need to present your documents
 Desktop Publishing (DTP) software is available to publish documents.
 Desktop publishing began in 1985 with the introduction of MacPublisher
 Other examples- Adobe PageMaker, MS Office Publisher, Scribus etc.
20. Write notes on
i) Latex ii) Chi Writer
Latex
. Latex is a document preparation system for high-quality typesetting,
. It is most often used for medium-to-large technical or scientific documents, but it can be used for
almost any form of publishing...
.Latex is not a word processor! Instead, latex encourages authors not to worry too much about the
appearance of their documents, but to concentrate on getting the right content, for example, consider
this document;
Michael jones
September 2011
Hello World!
. to produce this in most typesetting or word processing systems, the author would have to decide
what layout to use, so would select(say) 18pt Times Roman for the title, 12 pt. times Italic for the
name, and so on.
. This has two results: authors wasting their time design, and a lot of badly designed documents!
. Latex is based on the idea that it is better to leave document design to document designers, and to let
authors get on with writing documents.
\document class {article}
\title{power of persuasion in advertisements}
\author{Michael jones}
\date{September 2011}
\begin{document}
\make title
Hello world!
\end{document}
Latex contains features for:
. typesetting journal articles, technical reports, books, and slide presentations.
. Control over large documents containing sectioning, cross-refferences, tables and figures.
. Typesetting of complex mathematical formulae.
. Advanced generation of bibliographics and indexces.
. Multi-lingual typesetting.
. Inclusion of artwork, and process or spot color.
. Using postscript or Metafont fonts..
ChiWriter
ChiWriter is a scientific multifont word processor, It was developed and, UN till 1995, commercially
distributed by Horstmann Software Development Corporation, USA.
it was designed to work in an MS-DOS environment, though it can also be launched from an icon
under Windows 3.xx or windows95,
it creates its own graphic screen, and some of the resolutions offer mouse support.
ChiWritter since 1995 horstmann is out of business , and all support for ChiWriter has stopped.
. ChiWritter is easy to use, through menus and keystroke shortcuts.
. It is to a high extent WYSIWYG (what you see is what you get), so practically everything that can
appear on printout , also shows on the screen.
. This property distinguishes it from typesetting programs like LaTeX, where you just have to wait
and see how the output is formatted.
. The DIS ADVANTAGES is that except in the very last version, 4.20, there is a very prmitive
support for styles and no styles are supported that can be defined and modifiedglobally...
. Another important feature is the convenient use of tables, which are comparable to boxes, and can
also cross page boundaries at the expense of having fixed-width columns
21. Explain types of listening ?
Types Of Listening:
1. Appreciative listening: This is listening for deriving aesthetic pleasure, as we do when
we listen to a comedian, musician, or entertainer.
2. Empathetic listening: When we listen to a distressed friend who wants to vent his
feelings, we provide emotional and moral support in the form of empathetic listening.
3. Comprehensive listening: This type of listening is needed in the classroom when
students have to listen to the listen to the lecturer to understand and comprehend the
massage. Similarly, when someone is giving us directions to find the location of a place,
comprehensive listening is required to receive and interpret the message.
4. Critical listening: When the purpose is to accept or reject the message or to evaluate it
critically, we require this type of listening. For example listening to a sales person before
making a purchase or listening to politicians making their election campaign speech
involves critical listening.
22.What are the traits of a good listener?
Traits Of a Good Listener
We must understand that while acquiring the skill of active listening needs much effort, it is not
impossible. A few guidelines are given in the following paragraphs. Some behaviour might seem
unnatural and forced but can be inculcated with practice. After some time it will appear natural.
Being Non-evaluative:
If we are an active listener our verbal and non-verbal behaviour will suggest to the speaker that he is
being properly heard and understood. It should not , however, indicate what we think about the
person. The purpose is to communicate, overlooking the qualities of the ideas, attitudes, and values of
the speaker.
Paraphrasing:
If we wish to clarify a point , we can simply paraphrase what the speaker has said and enquire from
the speaker whether we have heard it accurately. We use phrases like the following ones to ensure that
we have paraphrased the information correctly:
“Do you mean that…”
“So you mean to say that…”
Reflecting Implications:
The listener’s aim here is to reflect eagerness and zest by nodding or verbally by saying phrases like:
“So you are suggesting that we might…”
“So this might lead to a result which...”
If we use this technique to change the direction of the speaker’s thinking, by showing our cleverness
is suggesting ideas which the speaker had not thought before, it creates distrust between the two
parties.
Reflecting Hidden Feelings:
Sometimes, we have to go beyond the explicit feelings of the speaker and understand the underlying
feelings, intentions, beliefs, or values that may be influencing the speaker’s words.
Inviting Further Contributions:
In a situation where we haven’t heard or understand properly prompt the speaker to give us more
information.
Responding Non-verbally:
We can shoe that we are an active listener by adopting certain postures and sending non-verbal signals
which communicate our interest in what the speaker is saying. These include regular eye contact
(without staring), body leaning slightly towards the speaker, head nods and a slightly titled head.
By giving these signals we will make the speaker feel more confident and will be reflecting interest
and understanding. We will also be able to generate more trust between ourselves
23. Explain active versus passive listening.
We often listen to various forms of communication in an unconscious manner. But this is not
active listening. Improper listening is very harmful as communication is prone to distortion. It is also
waste of time. The responsibility of the listener is to show keenness in the speaker & speech by his
expressions, alertness & by asking questions about speech if required. By doing this, the listener will
encourage the speaker to express his ideas clearly & enthusiastically.
A person’s body language, or non-verbal communication is involuntary & therefore, more
truthful. Hence, as a listener should pay considerable attention to the physical messages conveyed by
a speaker in order to assess the accuracy & sincerity of his speech.
To be a wise listener you must look for the valid reason for the criticism & what has led to
speaker’s dissatisfaction. Showing a receptive & constructive attitude to the criticism can lead to selfimprovement. We tend to listen to those messages which are more advantageous or pleasing to
ourselves but we should also learn to take equal interest in speeches that contain messages of interest
to the speaker.
24. What are the implications of effective listening?
While working in an organization, listening skills are used in a variety of situations:
 listening to distressed & dissatisfied workers,
 listening during telephonic conversations,
 listening while taking instructions,
 conducting a meeting & many other instances.

Listening patiently to employee enables the managers to feel the pulse of the organization. The
payoff: they can anticipate the employees’ moods & reactions to the policies of the management.
They will also be able to track rumors on the grapevine that is liable to causing damage to the
reputation of the organization. Effective listening & follow-up can quell these rumors & can control
them from spreading further.
Lack of proper listening can lead to embarrassing situations because of a gap in coordination
& understanding. Managers with closed minds do not like to discuss problems & their solutions with
subordinates. Also, they simply refuse to listen to suggestions & solutions provided by subordinates.
This type of dogmatic approach eventually ruins the communication environment, provoking
bitterness, indignation & misunderstanding among employees. Demoralization sets in leading to
towered productivity.
Effective listening is very vital for the success of an open-door policy. When employees are
encouraged to freely walk into a manager’s room & encouraged to speak up, they no longer harbor
negative feelings.
Effective listening will thus improve working conditions & nurture harmony & cohesion in
the organization if both management & employees listen to each other’s messages patiently. The
morale of the organization as a whole is thereby boosted, resulting in increased productivity.
25. Define purpose of presentation?
1.Defining Purpose:

To inform

To analyse

To persuade
 The purpose of your presentation decides the content, style and also the amount of
audience interaction.
2. Analyzing Audience Locale:

The nature of your audience has a direct impact on the strategy you devise for your
presentation.

It is necessary to have some prior knowledge of the audience, and its level and cultural
background so that your presentation can be effective and acceptable.
3. Organizing Contents:
 Introduction
 Main Body
 Chronological
 Categorical
 Cause and effect
 Problem-solution

Conclusion
4. Preparing Outline

An outline is a mechanical framework in which are fitted the pieces of your presentation
material.

Can be in the form of words, phrases:
5. Visual Aids

Speeches often need strong visual support like

Handouts

Chalk board

Charts

Slides etc.
6. Understanding Nuances of Delivery:
Having something to say is not good enough, you must also know HOW to say it”
Good delivery conve ys your ideas clearly, interestingly and without distracting the audience.
26. Why analyzing audience and locale is important?
Ans
Analyzing audience and local is important because all audience have one thing in common
.They are at the receiving end of your communication .They may be your friends ,foes ,clients
,colleagues ,sometimes unfamiliar faces ,or a medley of all these. The nature of your audience has a
direct impact on the strategy you devices for your presentation .Hence it is necessary to have some
prior knowledge of the audience’s characteristics.
If your target audience is from your own organization ,you will already have information about their
characteristics .
Estimate their






interest ,
likes ,and dislikes ,
determine their degree of knowledge of the topic ,
know whether there is hostility toward the topic or toward you
beware the gender of group and approximate ages ,
consider the size and composition of the audience.
At the start of your presentation make eye contact with your audience .This will help you to assess
whether they are excited, resistant ,hostile or dull .Always begin with a smile and greet them in a
pleasant tone.
Work to achieve effectiveness in your communication by responding to audience feedback .
27. How to organize contents?
People vary in their ability to speak confidently in public. When you face an audience you should
expect to feel a little nervous. Without a little
nervous excitement, you could end up making a dull,
lifeless presentation. Always prepare more than required, as this will help you feel confident. When
you get on the stage, take your time to arrange your notes. Before you start speaking take a couple of
deep breaths. Your first words will sound louder and more confident. The extra oxygen will also help
you concentrate. Make eye contact with one person for a few seconds before you move up on the
next. Begin with a smile, by doing so you offer then a warm welcome that helps them and you to
relax. If you are still a novice, memorize the first few sentences so that you can move ahead easily.
Arrange the contents of your presentation into three major parts namely.
1. Introduction
2. Main body
3. Conclusions
1. Introduction: The introduction comprises the porch or the opening statement, the aim, and
the layout. The porch can be question, sincere greeting, or a starting statement. This catches
the attention of your audience and prepares them to listen to the rest of your presentation.
Depending upon the topic, you can use a question, a quotation, a statement, or even an
anecdote to grab the attention of audience.
For example: If you deliver a presentation on the topic “The New Performance
Appraisal System’, you can begin your presentation with the question:` what are the benefits of
newly introduced performance appraisal system?` or with the statement, ”The new performance
appraisal has bought in a lot of changes
2. Main body: Depending upon your topic, and your introduction, you can choose
any of the following patterns to organize the main body of your speech.
from
*Chronological: You can have this pattern for organizing the details which you can arrange
sequentially in order in which the events occurred or appeared before you. The entire
presentation can be arranged Chronologically. This method is useful for topics like ‘the
profile of your institute’ .The changing face of the earth and history of sports.
*Categorical: This is one of most easiest and most commonly adopted patterns for many
topics. The entire presentation can be divided into various topics and sub topics arranged on the
basis of subordination and coordination. This can be used for topic like the role of advertising,
environmental protection, importance of professional presentation etc.
*Cause and effect: You can adopt this method whenever there exists a cause and effect
relationship. Here you have to illustrate and explain the causes of the situation and then focus
on the effects. It is relevant for topics like impact of cinema on children, internet boon or ban,
smoking in children, etc.
*Problem-solution: here you divide the presentation into two parts. In the first part describe
and analyse the cause and effect of the problem. After the analysis you move on to the main
objective of you are presentation to suggest or purpose a solution to the problem. It is a very
helpful and effective way for persuasive presentation to suggest or propose a solution to the
problem. For topics like population explosion this method can be used.
3. Conclusions: you can conclude your presentation by reviewing the main points. give a signal such
as to sum up, to conclude, to review. As you conclude, remind the audience briefly about the purpose
of your presentation, which could be either to persuade them or to inform them. Tell them what you
want them to do, think, or remember based on your presentation. Avoid the temptation to wrap up in
haste or add something new in this part of your speech. You can also conclude with a quotation or
recall the earlier story, joke, anecdote with which you commented your presentation to bring it to a
full circle. Very often presentations are followed by a question period. Questions provide you with
vital feedback about the ideas that you have put forth in your presentation.
28. How to prepare an outline?
An outline is mechanical framework in which are fitted the bits and pieces of your
presentation material. It serves as a guide to show you the right path for your presentation. So
spending time developing an outline never goes waste. In fact, you should use an outline as
your “script” but be prepared to deviate in response to audience feedback.
Suppose you are the project leader of team, which has taken up a project on
developing a new product for the company. |You have to present before a committee the new
product, which is going to be launched in the market. This may be a 10 minute presentation
about the facilities the product offers, its functioning, etc.
Your outline can be in the form of words, phrases, or sentences.
1. Introduction
2. Product Appearances
3. Various parts
4. Functioning
5. Facilities
6. Conclusions
29. Explain visual aids?
Spoken words are ephemeral, as soon as they come out of our mouth they evaporate into air. Because
of this limitation, speeches often need strong visual support – handouts, chalk boards, flit chart,
overheads, slides, computers, charts, tables, film, etc. If a picture is simple, clear and appropriate to its
purpose and audience it will deliver its message more accurately and quickly than a verbal
explanation. Ours is a visually oriented society and an audience likes to hear as well as see
information. A eons ago Herodotus said that people trust their ears less than their eyes. His words ring
true today as well.
When choosing visual aids select those which suits the style and content of our presentation. We can
get the visual aids for any point that sounds vague and requires discussion in detail. Ensure that is well
designed and professionally generated. Do not use visual aids as a verbal crutch for the speaker.
TYPES OF VISUAL AIDS
1 Overhead transperencies:
*Use larger fonts, & avoid decorative fonts.
*Separate the transparencies using sheets of paper.
*Keep transparencies uncluttered.
*Do not add multiple colors backdrops to u r slides.
2. Powerpoint presentation:
*Check the computer system before loading.
*Familiarize yourself with the operation of the slides.
*transfer your file to the hard disk.
*Be familiar with the operation of slide show.
3. Blackboard or white board:
*Clean the board will before starting and checks the condition of markers.
*Write in large letters.
*Stand to the side as your write.
*Don’t face the board while talking to the audience.
4. Flip charts:
*Use different colored markers.
*Keep the two pads of paper.
*Write in large letters.
*Use only one side of the chart.
*Wait only for the audience to grasp the contents before turning pages.
Advantages of Visual Aids

Increases audience interest

Illustrates key points

Increase impact of message

Helps listeners retain information

Easy transition from one part of presentation to other
30. Explain nuances of delivery?
All of us have listened to more than our share of bad presentations. We have sat through
presentations that were delivered son haltingly that we could not care what was being said. We would
also have come across presentations which were delivered on endlessly.
Good delivery does not call attention to itself. It conveys your ideas clearly, interestingly and without
distracting the audience. Most audiences prefer delivery that combines a certain degree of formality
with the best facial expressiveness , and a lively sense of communication.
There are 4 modes of delivery which can be used for presentation :
1.Extemporaneous.
2. Manuscript
3. Impromptu
4. Memorization
Extemporaneous:
It is by far the most popular and effective method when carefully prepared. When
speaking extempore you must prepare the notes beforehand and rehearse your
Advantages

Flexibility and adaptation

Supporting material helps to present points clearly

Speaker is confident

Speaker sounds natural and spontaneous

Enables speaker to move freely
Disadvantages


If preparation is less then speaker can lose confidence
Relying too much on note cards, can cause speaker to read from them and
thus lose spontaneity
Manuscript Presentation
 Material is written out and speaker is supposed to read it aloud verbatim.
 No need to memorize
 Just read it aloud
 Speaker should make sure not too sound dull while reading
 Speaker should make sure to have
read the speech before
Advantages
 Accurate record
 Can not go wrong with the facts
 Material is organized systematically
 Language is polished
Disadvantages
 Less eye contact with audience
 Less scope for non-verbal communication
 Adaptation and flexibility is difficult


If speaker has poor reading skills then speech can become uninteresting
Less scope for inflection and conversational flavor in the speech
Impromptu Presentation:

Delivering and informal speech without preparation
Example:- Vote of thanks



Don’t panic
Calmly state your points
Quote examples and anecdotes
Advantages

Speaker sounds natural

Speaker gets to express his thoughts

It is spontaneous

Speaker says whatever he really feels

No organization of ideas

No supplementary material like data , visual aids etc

Chances of rambling

Presentation might be a failure if speaker is not proficient in the language
Disadvantages
Memorization:

Very difficult for all

Speech is written beforehand, memorized and then delivered

Usually we memorize only main parts of speech but here whole speech is memorized

It is between extempore and Manuscript
Advantages

Easy to maintain eye-contact

Use of non-verbal communication

Easy to finish speech in allotted time

Speaker can move freely

Speech is well organized
Disadvantages

Too much rehearsal required

Chances of a dull and boring presentation

No flexibility and adaptation during presentation

Speaker can get nervous if he forgets a word/point.
31.Write notes on any two of the following?
1. Kinesics
2. Proxemics
3. Paralinguistic
4. Chronemics
5. Sample speech
1. Kinesics: Kinesics is the name given to the study the name given to the study of the body’s
physical movements. It is the way the body communicates without words, i.e. through various
movements of the parts. some kinesics behaviours are deliberately intended to communicate, as when
you nod your head for acceptance. Understanding non-verbal cues will develop your ability to use
them more effectively during your presentations.
While speaking , listening, reading or writing, we consciously use words to receive or send ideas
because they are primary symbolic forms that convey our thoughts.
There are five points of kinesics:i.
ii.
iii.
iv.
v.
i.
Personal Appearance
Posture
Gesture
Facial Expression
Eye contact
Personal Appearance:Personal Appearance plays an important role in kinesicsa. People see you before they hear you.
b. You should dress appropriately.
c. You should appear clean and well groomed, conforming to the need of the occasion.
d. Appearances communicate how we feel about ourselves and how we want to be viewed.
ii.
Posture:a. Posture refers to the way we hold ourselves when we stand, sit or walk.
b. While presenting you be and appear at ease
c. The way you sit, stand or walk reveals a lot about you.
d. Neither remain static or fidget.
iii.
Gesture:a. Gesture is the movement mode by hands, arms, shoulders, head and torso.
b. Gestures should be well suited to the occasion and audience.
c. Gestures should not direct the attention of the listener and distract from your message.
iv.
Facial Expression:-
Along with posture and gesture, facial expressions also play an important parta.
b.
c.
d.
v.
a.
b.
c.
d.
The face is the most expressive part of your body
Facial expressions can be aid or inhibit or complement your communication.
Sometimes, facial expressions are difficult to interpret.
There are five basic expressions but can have 33 blends.
Eye Contact:Eyes are considered to be windows of the soul.
Eye contact is direct and powerful form of non –verbal communication.
Eyes of a person (speaker or listener) reveal a lot about the state of the person.
Eye contact shows your intensity and elicits a felling of trust
2. Proxemics:i. Proxemics is the study of physical space in interpersonal reaction.
ii. As a speaker you should be aware of the space available.
iii. When you have plenty of space, move freely and expand your gestures.
iv. When addressing an audience, move towards audience when inviting discussion on
emphasizing a point.
v. Kinesics and proxemics also has cultural variations.
Example: Americans vs Asians
Division of space
Edward T Hall in his the Hidden Dimension divides space into four distinct zonesa.
b.
c.
d.
Intimate
Personal
Social
Public
Space zones:
1.
2.
3.
4.
Intimate:- This zones starts with personal touch and extends just 18 inches.
Personal:- This zone stretches from 18 inches.
Social:- Social events take place in this radius of 4 feet to 12 feet.
Public:- This zone starts from 12 feet and may extend to 30 feet.
33. Explain in details group discussion?
Ans:-A particular number of people (approximately three to eight) meet face to face and through free
oral interaction originate, share and discuss idea to arrive at a decision or solution to a problem.
Group discussion is widely used in many organizations for decision making and problem solving.
They are also used widely as a personality test for evaluating several candidates simultaneously. They
have to short list candidates for a final interview, to select personnel for position of responsibility,
especially in the service sector and also to select student for a admission to professional institute.
The Indian Defence Force was the first to tap the potential of group discussion and incorporate them
into their battery of test for recruitment of officers. Group discussions have become popular with
various recruiting bodies because of their operational case and effectiveness in terms of both time and
cost. Most reputed business school require student to participate in a group discussion before moving
on to the final stage of the selection procedure, the interview. The group discussion may not be an
elimination round that is every person who participate in the group discussion also gets an opportunity
to appear for the interview.
There are two type of group discussion: Organizational Group Discussion
 Group Discussion as a part of selection process
1. ORAGANIZATION GROUP DISCUSSION
People who are Brainstorming should ideally come from wide range of discipline and have divergent
social and culture background. The more likely it is to generate unexpected insights, ideas and
connection.
The participant may censor themselves and pressure other group members into agreement.
The three techniques may be used:


Brainstorming
Nominal Group Technique
Delphi Technique
2. GROUP DISCUSSION AS A PART OF SELECTION PROCESS:Group discussion conduct for the selection of candidates for a job or admission to any professional
institute are well formatted device for judging the personality of candidates, their communication skill
knowledge and their ability to work as team Group discussion have become an integral part of most
selection process of today.
Most group discussion for selection purpose assesses your individual trades, group behaviors and
leadership qualities that are to succeed in your profession.
34. What are all the techniques in organizational group discussion?
Ans:-There are three techniques in Organizational Group discussion:

Brainstorming


Nominal Group Technique
Delphi Technique
1. Brainstorming:
Brainstorming is a method for generating a variety of ideas and prospective. It is an uncritical as
possible because criticism inhabits the free flow of ideas.
A typical brainstorming session follows the steps given below:-
 A group of six to twelve people sit arouse a table
 The group leaders states the problem in a clear manner so that all participants understand it
 Member give the suggest to participant like as length of time ,write on a black board, white

board, flip chart or a piece of paper.
No criticism to allow and all the alternatives are recorded for later discussion and analysis.
There are two points of brainstorming techniques:
a)Story Boarding
b)Lotus Blossom
2. Nominal Group Technique:The nominal group techniques restrict discussion or interpersonal communication during the decision
making process and hence the term nominal group through group members are all physically present
as in a traditional committee meeting they operate independently.
 Members meet as a group but before any discussion take place, each member independently



and silently writes down his or her ideas on the problem.
Each member takes his or her turn, going around the table presenting a single idea until ideas
have been presented and recorded.
The group now discusses the idea for clarity and evaluates them.
Each group member silently and indecently rank order the idea.
3.Delphi Techniques:The Delphi technique is a more complex and time consuming alternative in group decision making it
is similar to the nominal group technique except that it does not require the physical presence of the
group members .The techniques never allows the group members to meet face to face.
The following steps characterize the Delphi techniques:
 The problem is identified and the members asked to provide solution through a series of
carefully designed question arises.
 Each members anonymously and independent complex the first questionnaires.
 The result of first questionnaires is compiled at a central location transcribed and reproduced.
 Each member receives a copy of the result.
35. How group discussion is used as a part of selection process ?
Group discussions have become an integral part of most recruitments process today, especially for
management and executive positions as well as for admission to any professional institutions. It’s a
device for judging :
-
The personality of candidates (Leadership): the ability to motivate and influence others.
Their communication skills: active listening, clarity of thought and expression, aptitude
language, appropriateness of body language
Their knowledge: depth and range of their knowledge as well as their analytical and
organizational abilities
Their ability to work as a team (Group behavior): interact with other members of the group on
brief acquaintance
Typically, in group discussions conducted for job selection, candidates are given a topic or case for
discussion. Normally groups of eight to ten candidates are formed into a leaderless group, and are
given a specific situation to analyze and discuss within a given time limit of about 30 minutes. They
may be given a case study an asked to come up with a solution or they may be given a topic and asked
to discuss the same.
Depending upon the infrastructure at the venue, the group is asked to sit in circle, block, or U-shaped
arrangement. The group members may either choose their seats or be asked to take the seat allotted by
the selection panel. This panel, which normally comprises the technical executives and human
resources executives of the company, will observe and evaluate the members of the group. The rules
of GD: time limit, panel’s expectations, etc. are explained after the initial introduction by the panel.
Thereafter, the panel throws in the topic or case to be discussed. The selection panel observes the
discussion either directly or from behind a screen.
The panel may, at its discretion, provide some time for thinking over the topic or case. Each candidate
is supposed to voice his/her opinion and offer supporting and counter as required. On directions from
the panel, the discussion starts and carries on till they signal the termination time. Though the panel
specifies an approximate time for the GD, it may cut short or extend the time at will.
Employers look for candidates who have the potential to shoulder responsibility and provide
leadership.
36. Explain Meetings in detail
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. Meetings are an important facet of corporate life today and
help people in organization to compare and share knowledge. They give participants an excellent
opportunity to become opinion leaders in their organization, irrespective of their position in the
hierarchy.
Purpose:
Every meeting is called for a purpose and it is this purpose which gives form to the meeting. In
general, the purpose of a meeting is either informational or decision-making.
 Meetings for informational purposes can be used:
- to communicate important or sensitive information (to inform about the rejection of a major
proposal)
- to explore new ideas and concepts (to bring in change in the work pattern)
- to provide feedback (to share the employees’ reaction to the newly introduced bonus scheme)
- to present a report (accounts for the year Board Meeting)
- to gain support for an idea, or project (about the new product designed by the research
division)
the participants can share information and possibly coordinate action; it involves individual briefings
by each participant or a speech by the leader followed by questions from the participants.
 Decision-making meetings are mainly concerned with persuasion, analysis and problem solving.
They often include a brainstorming session which is followed by a debate on the alternatives.
Meeting for decision-making can be used:
- To reach a group decision (to decide promotions for employees)
- To solve a problem (emergency meeting to solve crisis)
- To reconcile a conflict (to decide strategies)
- To negotiate an agreement (meet to decide the course of action before the actual negotiation)
- To win acceptance for a new idea, plan or system (to explain the benefits of a new scheme to
convince others)
Preparation:
Successful, constructive meetings take place as a result of careful preparation. When preparing for a
meeting, keep these crucial aims always in mind:
- Why is the meeting being held?
- Who should be present?
- Where should the meeting be held?
- When should the meeting take place?
And if you decide to call a meeting, then determine the following:
- Time
- Duration
- Participants
- Venue
- Set-up
Time
You should carefully consider the timing of your meeting because it can have a significant impact on
the outcome. Below are some guidelines:
- Choose a time during which participants are at their best, for example do not call a meeting
on Monday mornings or Friday afternoons, or just after lunch.
- Start at an usual time and end at a natural break point.
- Allow ample time for preparation
- Avoid surprise meeting
Duration
topics than you can effectively cover on a single meeting schedule a second meeting rather than
crying to cram too much information into the first. The greater the number of participants, the shorter
the meeting should be. And allow sufficient time for breaks, this gives participants time to recover
from post-lunch fatigue and ensures more productive afternoon sessions.
Agenda
It is the list of individual items that ensure that the meeting achieves its broad aims. It should be
distributed in advance.it is the single best predictor of a successful meeting. It keeps the meeting on
course and helps to ensure that the stated objectives are accomplished. It also serves as a planning tool
for participants and a control tool for the leader. It should be well organized and contain the following
details:
- Name of the organization, department/committee
- Number of meeting (for maintaining a record)
- Date, time, venue
- Items to be discussed
Participants
You should have the right people in attendance:
- Those who have enough knowledge of the subject to make a meaningful contribution to the
meeting
- Those with the power to make decisions or approve projects
- Those who will be affected by the decisions made, or their representative
Venue
This is where people will meet. The choice of a meeting room has a significant impact on the overall
quality of the meeting. it can enhance or inhibit productivity, encourage or discourage
communication, promote or stifle creativity, and make participants feel relaxed or tense. Below are
some layouts for arranging a room set up in order to improve access, heighten interaction, and
increase visual contact:
- Boardroom style: suitable for most meetings that involve sitting round a table
- Conference or theatre style: for Annual General Body Meetings or other meetings which
involve a large number of participants, presentations and a question-and-answer session.
37) Explain significance of conference?
Ans: Conferences are a type of business meeting.
The purpose of a conference is to confer with people having similar interests and to pool their
resources i.e. experiences and opinions.
Conferences play a significant role in developing an analytical and questioning attitude among
the participants. The participants in a conference make an attempt to define the issues and to
ascertain its depth , scope , and related critical factors . They discuss all the factors and offer
suggestions at the end of their deliberations. Since all the speakers are experts in their fields,they
suggest alternative solution ,which lead to the best decision.
Conferences have educational value in business and also in other fields where negotiation,
collaboration, and collective thinking are essential. Within organization, conferences are held to give
training to employees. Conferences can also be used for modifying attitudes, options, and feelings of
participants. A conference within a business organization can provide necessary information on the
policies, procedures, customs, traditions and objectivesof the organization to the conferees. New
employees can share the practical knowledge and experience of seniors and superiors through
conference.
In a well planned conference the employee observes the information is collected, facts are assembled
and studied , problems are defined and analysed , all the advantages and disadvantages of the
alternatives are discussed, and then attempts are made to arrive at the best situations. This
demonstration of the problem is bound to have a positive effect on the employee who attends the
conference. His participation in the conference raises his morale and strengthens his confidence. He
tends to give more thought to the coordinated activities of the organisation. Conferences lead
employees to think more effectively and more often about the objectives and the challenges of the
organisation as a whole. It stimulates a creative flow of ideas and information , pooling of knowledge
, views and experiences.
Conferences sessions also can bring about a change in a conferee’s attitude as all participants get
influenced by the group’s attitude..
38) How to plan and prepare for conference?
Ans :
Conferences are a type of business meeting.
The purpose of a conference is to confer with people having similar interests and to pool their
resources i.e. experiences and opinions.
A few guidelines to plan and prepare for conference are
1. Decide on a broad idea and then narrow it down to a specific theme after consulting other
members of the organization.
2. After deciding on the conference theme , identify related issues.
3. Identify and prepare a list of prospective conferees.
4. Decide the date.
5. Identify the chief guest and get his consent.
6. Work out the topics for various sessions and identify the chairperson , vice chairperson and
lead speaker.
7. Prepare a list of invitees.
8. Estimate the budget for each session and fix the registration fee.
9. Prepare the brochure containing
 The theme of the conference
 Name of the sponser/s ,date
 Name of the organiser(s)
 An introduction to the theme and to the host organization
 Related issues on which paper can be presented
 Travel accommodator
 Registration form , deadline for the submission of abstract of papers
 Address (both postal as well as email) of the conference coordinator
10. Prepare a format for a covering letter to be send along with the brochure.
11. Form an organizing committee and an advisory committee.
12. Allocate work to individual task groups of the organizing committee so the the responsibility
is shared.
13. Plan ahead so as to give adequate time to the conferees to prepare.
14. Meet the committee members frequently to know about the latest developments.
15. Prepare a conference evaluation form.
39) What are the procedures in conference?
Ans : After receiving replies from the participants , the relevant information are tabulated , and the
necessary arrangements are done
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Transport.
Accommodation.
Reception.
Timings and durations of the session.
Seating .
Projection facilities.
Identifying volunteers.
Lunch and tea break.
Invitations for inaugural and concluding sessions.
Venue.
Preparation of a souvenir containing abstracts of all papers to be presented.
Production of required materials to be distributed.
Ensure that the participants are well received and have a comfortable stay. At the
inaugural sessions welcome the guests and introduce the theme of the conference and
the facilities that have been arranged. During the valedictory sessions you can
circulate the conference evaluation sheet among the participants and get them filled.
This acts as a feedback that will enable you to detect any flaws and hitches you were
unaware of , and to include any worthwhile suggestions in your future conference
plannings.
40 ) What are the purpose of meeting?
Ans : Every meeting is called for a purpose and it is this purpose which gives form to
a meeting. In general , the purpose of meeting is either information or decision making.
Meeting for informational purposes
1.
2.
3.
4.
5.
To communicate important or sensitive information.
To explore new ideas and concepts.
To provide feedback.
To present a report.
To gain support for an idea, or project.
Decision making meeting
They are mainly concerned with persuasion, analysis, and problem solving. They often
include a brainstorming include a brainstorming session.
1.
2.
3.
4.
To reach a group decision.
To solve a program.
To reconcile a conflict.
To negotiate to arguments ( meet to decide the course of action before the actual
negotiation)
5. To win acceptance for a new idea, plan or system.