2.4 Internal & External Communication

Question 1

What is communication?

Answer 1

The transferring of a message from the sender to the receiver

Question 2

What is internal communication?

Answer 2

Communication between two members of the same organization.

Question 3

Give three examples of internal communication.

Answer 3

Communication between departments

Question 4

What is external communication?

Answer 4

Communication between the organization and other organizations or individuals.

Question 5

Give three examples of external communication.

Answer 5

Orders to suppliers

Question 6

What are the four key elements of effective communication?

Answer 6

A sender

Question 7

What is one-way communication?

Answer 7

A message that does not require a response or feedback.

Question 8

Give an example of one-way communication.

Answer 8

A ‘no smoking’ sign.

Question 9

What is two-way communication?

Answer 9

Communication where the receiver gives a response to the message.

Question 10

What is an advantage of two-way communication?

Answer 10

It ensures understanding and can make the receiver feel more involved and motivated.

Question 11

What is downward communication?

Answer 11

Messages from managers to subordinates (top to bottom).

Question 12

What is upward communication?

Answer 12

Messages/feedback from subordinates to managers (bottom to top).

Question 13

What is horizontal communication?

Answer 13

Communication between people on the same level of the organization structure.

Question 14

Name three verbal methods of communication.

Answer 14

Telephone conversations

Question 15

What are three advantages of verbal communication?

Answer 15

It’s quick

Question 16

What are three disadvantages of verbal communication?

Answer 16

Can be time-consuming with feedback

Question 17

Name five written methods of communication.

Answer 17

Letters

Question 18

What are three advantages of written communication?

Answer 18

Provides a record

Question 19

What are three disadvantages of written communication?

Answer 19

Direct feedback isn’t always possible

Question 20

Name three visual methods of communication.

Answer 20

Diagrams

Question 21

What are two advantages of visual communication?

Answer 21

Can be appealing and can be used with written material.

Question 22

What are two disadvantages of visual communication?

Answer 22

No feedback and potential for misinterpretation.

Question 23

List seven factors that affect the choice of communication method.

Answer 23

Speed

Question 24

When is speed a key factor in choosing a communication method?

Answer 24

When the receiver needs information quickly

Question 25

How does cost influence the choice of communication method?

Answer 25

Cost-conscious companies might prefer letters or face-to-face meetings over more expensive options.

Question 26

When are written and visual methods preferred based on message details?

Answer 26

When the message is very detailed.

Question 27

How might leadership style affect communication methods?

Answer 27

Democratic styles favor two-way verbal communication

Question 28

How does the number of receivers influence communication method?

Answer 28

Single receivers might get a personal call

Question 29

When is a written record important for communication?

Answer 29

For legal documents or order receipts.

Question 30

When is feedback an important consideration in choosing a communication method?

Answer 30

For quick queries

Question 31

What is formal communication?

Answer 31

Messages sent through established channels using professional language (e.g.

Question 32

What is informal communication?

Answer 32

Casual information exchange using everyday language (e.g.

Question 33

What is the 'grapevine' in the context of communication?

Answer 33

Informal communication among employees

Question 34

How can managers use the 'grapevine'?

Answer 34

To test reactions to new ideas before making them official.

Question 35

What are communication barriers?

Answer 35

Factors that stop the effective communication of messages.