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2nd YR: 1st Sem - FINALS EXAM > ME 213: Module 6 - Part 1 > Flashcards

ME 213: Module 6 - Part 1 Flashcards

1
Q

It is a process of sharing information through symbols, including words and message.

A

Communication

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2
Q

According to them, communication is a “a process of sharing information through symbols, including words and message.”

A
  1. Morris Phillip Wolf
  2. Shirley Kuiper
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3
Q

It may happen between superior and subordinate, between peers, between a manager and a client or customer, between an employee and a government representative, etc. It may be done face-to-face, or through printed materials, or through an electronics device like the telephone, etc

A

Communication

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4
Q

It must be made for a purpose and because it has a cost attached to it, it must be used effectively.

A

Communication

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5
Q

Communication may be used to serve for the following functions:

A
  1. Information Function
  2. Motivation Function
  3. Control Function
  4. Emotive Function

M.I.C.E.

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6
Q

It is information provided through communication may be used for decision-making at various work levels in the organization.

A

Information function

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7
Q

A constructions worker, for instance, may be given instructions on the proper use of certain equipment. This will later provide him with a guide in deciding which equipment to use in particular circumstances.

What function of communication is this?

A

Information function

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8
Q

Communication is also oftentimes used as a means to motivate employees to commit themselves to the organizations’ objectives.

A

Motivation function

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9
Q

When properly communicated, reports, policies and plan define roles, clarify duties, authorities and responsibilities. Effective control then is facilitated

A

Control function

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10
Q

When feelings are repressed in the organization, employees are affected by anxiety, which, in turn, affects performance. W

A

Emotive function

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11
Q

Whatever types of emotions are involved, whether satisfaction, dissatisfaction, happiness or bitterness, communication provides a means to decrease the internal pressure affecting the individual.

A

Emotive function

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12
Q

The Communication Process

A
  1. Develop an Idea
  2. Encode
  3. Transmit
  4. Receive
  5. Decode
  6. Accept
  7. Use
  8. Provide Feedback
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13
Q

It is the most important step in effective communication.

A

Develop an Idea

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14
Q

The next step after developin an idea is to ________ the idea into words, illustrations, figures, or the other symbols suitable for transmission.

A

encode

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15
Q

The method of transmission should be determined in advance so that the idea may be encoded to conform to the specific requirements of the identified method.

A

Encode

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16
Q

It is important that the idea to be conveyed must be useful of some value. An example of a useful idea is how to prevent accidents in workplaces.

A

Develop an Idea

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17
Q

After encoding, the message is now ready for transmission through the use of an appropriate communication channel.

A

Transmit

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18
Q

Among the various channels used include the spoken work, body movements, written word, television, telephone, radio, an artist’s paint, electronic mail etc.

A

Transmit

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19
Q

It is very important so the message sent will reach and hold the attention of the receiver.

A

Proper transmission

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20
Q

To achieve this, the communication channel must be free of barriers, or interference (sometimes referred to as noise)

A

Proper transmission

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21
Q

It is the next step after transmission of message.

A

Receive

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22
Q

The requirement is for the receiver to be ready to ________________________.

A

receive at the precise moment the message relayed by the sender

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23
Q

The message may be initially received by a machine or by a person. In any case, communication stops when the machine is not turned or tuned on to receive the message, or the person assigned to receive the message does not listen or pay attention properly.

A

Receive

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24
Q

What is the next step after receiving the message?

A

Decode

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25
Q

It means translating the message from the sender into a form that will have meaning to the recipient.

A

Decode

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26
Q

If the receiver knows the language and terminology used in the message, _________________ may be achieved.

A

successful decoding

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27
Q

If the receiver understands the purpose and the background situation of the sender, decoding will be greatly improved. In legal practice, for instance, the declarations of a dying person have more weight.

A

Decode

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28
Q

What is the next step after decoding the message?

A

Accept or Reject

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29
Q

A newly-hired employee was sent to a supervisor with a note from his superior directing the supervisor to accept the employee into his unit and to provide the necessary training and guidance. As the supervisor feels that he was not consulted in the hiring process, he thinks that his only obligation is to
accept the employee in his unit and nothing more.

A

Accept or Reject

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30
Q

The factors that will affect the acceptance or rejection of a message are as follows:

A
  1. The accuracy of the message;
  2. Whether or not the sender has the authority to send the message and/or require action; and
  3. The behavioral implications for the receiver.
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31
Q

What is the next step after accepting the message?

A

Use the information

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32
Q

If the message provides information of importance to a relevant activity, then the receiver could store it and retrieve it when required. If the message requires a certainactions to be made, then he may do so, otherwise, he discards it as soon as it is received. All of the above mentioned options will depend on his perception of the message.

A

Use the information

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33
Q

It is the last step of communication.

A

Provide feedback

33
Q

Communication consist of two major forms:

A
  1. Verbal
  2. Nonverbal
34
Q

These are those transmitted through hearing or sight.

A

Verbal Communication

35
Q

These modes of transmission
categorizes verbal communication into two classes:

A
  1. Oral
  2. Written
36
Q

It mostly involves hearing the words of the sender, although sometimes, opportunities are provided for seeing the sender’s body movements, facial expression, gestures, and eye contact. Sometimes, feeling, smelling, tasting, and touching are involved.

A

Oral Communication

37
Q

This is where the sender seeks to communicate through the written word.

A

Written Communication

38
Q

It is an alternative to oral communication.

A

Written communication

39
Q

It is sometimes, preferred over the oral communication because of time and cost constraints. When a sender, for instance, cannot meet personally that receiver due to some reason, a written letter or memo is prepared and sent to the receiver.

A

Written Communication

40
Q

It is a means of conveying message through body language, as well as the use of time, space, touch, clothing, appearance, and aesthetic elements. Body language consists of gestures, bodily movement, postures, facial expression, and mannerisms of all kinds.

A

Nonverbal communication

41
Q

These convey many shades of meaning and it is to the advantage of communicator to understand what messages are relayed.

A

Nonverbal expressions

42
Q

The barriers to communication may be classified generally as:

A
  1. Personal barriers
  2. Physical barriers
  3. Semantic barriers
43
Q

These are hindrances to effective communication arising from a communicators characteristics as a person, such as emotions, values, poor listening habits, sex, age, race, socioeconomic status, religion, education, etc.

A

Personal barriers

44
Q

_________ cloud the communicator’s ability to judge correctly the real meaning of messages received.

A

Emotions

45
Q

________________of a receiver frustrate the communication efforts a sender.

A

Poor listening habits

46
Q

These refer to interferences to effective communication occurring in the environment where the communication is undertaken.

A

Physical Barriers

47
Q

It include distances between people, walls, a noisy jukebox near a telephone, etc. An office that is too tidy may sometimes inhibit a person from meeting the occupant of the office face to face. A menacing pet dog posted near the door may also prevent in person from directly communicating with the object person behind the door.

A

Physical barriers

48
Q

A communication channel that is _________ may also prevent important information to reach the intended user.

A

overloaded

49
Q

Another physical barrier to communication is ___________. For instance, how may one expect a person who has just lost a loved one to act on an inquiry from fellow employee?

A

wrong timing

50
Q

This is the study of meaning as expressed in symbols. Words, pictures, or actions are symbols that suggest certain meanings.

A

Semantics

51
Q

When the wrong meaning has been chosen by the receiver, ____________ occurs.

A

misunderstanding

52
Q

It may be defined as an “interference with the reception of a message that occurs when the message is misunderstood even though it is received exactly as transmitted.”

A

Semantic barrier

53
Q

For example, the words “wise” and “salvage” will have different meanings to an English speaking foreigner than to an ordinary Filipino.

A

Semantics Barriers

54
Q

Communications may be classified as to the types of flow of message which are as follows:

A
  1. downward
  2. upward
  3. horizontal
55
Q

It refers to message flows from higher levels of authority to lower levels.

A

Downward communication

56
Q

Among the purposes of downward communication are:

A
  1. to give instructions
  2. to provide information about policies and procedures
  3. to give feedback about performance
  4. to indoctrinate or motivate
57
Q

Among the techniques used in downward communication are as follows:

A
  1. Letters
  2. Meetings
  3. Telephones
  4. Manuals
  5. Handbooks
  6. Newsletters
58
Q

These are appropriate when directives are complex and precise actions are required.

A

Letters

59
Q

These are useful sources of information regarding company policy, procedures and organization. Unlike using persons as sources of information, manuals are available whenever it is needed.

A

Manuals

60
Q

They provide more specific information about the duties and privileges of the individual worker. It has also the advantage of being available whenever needed.

A

Handbooks

61
Q

It refers to messages from persons in lower-level positions to positions in higher positions.

A

Upward Communication

61
Q

These provide a mixture of personal, social, and work-related information. Articles about new hiring, promotions, birthdays of employees, questions and answers about work related issues are presented.

A

Newsletters

62
Q

The messages usually sent usually provides information on work progress, progress encounter, suggestions for improving output and personal feelings about work and non-work activities.

A

Upward communication

63
Q

Among the techniques used in upward communication are:

A
  1. Formal Grievance Procedures
  2. Employee attitude and Opinion Surveys
  3. Suggestion System
  4. Open-door Policy
  5. Informal Gripe Sessions
  6. Task forces
  7. Exit interviews
64
Q

These are a part of a normally operating organization. To effectively deal with them, organizations provide a system for employees to air their grievances.

A

Formal Grievance Procedures

65
Q

It is “any employee’s concern over a perceived violation of the labor agreement that is submitted to the grievance procedure for eventual resolution.”

A

Grievance

66
Q

It represent an open, upward communication channel whereby employees can offer suggestions to management.

A

Grievance

66
Q

They define grievance as “any employee’s concern over a perceived violation of the labor agreement that is submitted to the grievance procedure for eventual resolution.”

A

Holley and Jennings

66
Q

Finding out what the employees think about the company is very important. The exercise, however, requires expertise and the company may not be prepared to do it. If the organization’s operation is large enough to justify such activity, then it must be done. If the assistance of an outside research firm is considered, a benefit-cost analysis must be used as a deciding factor.

A

Employee attitude and opinion surveys

67
Q

Suggestions from employees are important sources of cost-saving and production enhancing ideas.

A

Suggestion System

67
Q

Even if majority of the suggestions are not feasible, a simple means of acknowledging them contributes to employee morale.

A

Suggestion Systems

68
Q

It provides the management with an opportunity to act on difficulties before they become full-blown problems

A

Open-door Policy

69
Q

This can be used positively if management knows how to handle them. When employees feel free to talk and they are assured of not being penalized for doing so, then management will be spared with lots of efforts determining the real causes of problems in the company.

A

Informal Gripe Sessions

70
Q

When a specific problem or issue arises, a ___________- may be creates and assigned to deal with the problem or issue.

A

task force

71
Q

When employees leave an organization for any reason, it is the advantage of management to know the real reason. If there are negative developments in the organization that management is not aware of, ____________ may provide some of the answers.

A

exit interviews

72
Q

It refers to messages sent to individuals or groups from another of the same organizational level or position.

A

Horizontal Communication

73
Q

The purposes of horizontal communication are:

A
  1. to coordinate activities between departments:
  2. to persuade others at the same level of organization
  3. to pass on information about activities or feelings.
74
Q

Among the techniques appropriate for horizontal communication are:

A
  1. Memos
  2. Meetings
  3. Telephones
  4. Picnics
  5. Dinners
  6. Social Affairs
75
Q

It is defined as as “an organized method of providing past, present and projected information on internal operations and external intelligence for use in decision-making”.

A

Management Information System (MIS)

76
Q

They define Management Information System as “an organized method of providing past, present and projected information on internal operations and external intelligence for use in decision-making”.

A

Boone and Kurtz

77
Q

These are used by corporate firms consist of written and electronically based systems for sending reports, memos, bulletins and the like. The system allows managers of the different departments within the firm to communicate with each other.

A

Management Information System (MIS)

2nd YR: 1st Sem - FINALS EXAM (6 decks)

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