LCS- Assignment- COMMUNICATION

Q1) DISCUSS MODERN MODES OF COMMUNICATION IN DETAILS.

Ans)

1)    Telephone                :   It is the most useful and universal medium of oral communication with a person who is not present at the same place as the sender. The telephone instrument has evolved, over the years, into very sophisticated forms with many new facilities.

         An answering machine can be attached to the telephone to take a message if you cannot answer it.

         Conference facility permits three or more persons from different parts of the world to have a discussion by telephone.

        Caller identity device attached to the telephone can show the number from which the incoming call is being made.

        Intercom is an internal telephone system which allows communication between persons in different parts of a building.

         STD (Subscriber Trunk Dialing) allows a user to make call to a number in another city directly, without having to call the operator at the telephone exchange.

       ISD (International Subscriber Dialing) allows the user to call a number to any of the major cities of the world, without calling the operator at the telephone exchange.

2)      Cellular Phone (Mobile)   :         The cellular (mobile) phone is based on a combination of the old radio technology and emerging telecommunication technology. Cellular phones have some of the characteristics of the home phones but there are several differences. Cellular phones operate through airways, much like a radio.

          Cellular phone instruments have facilities for storage of numbers, record of missed calls (calls which were not answered), for receiving text messages, for leaving voice mail, and for receiving information given by the network about the weather about conditions on the road, and other vital news needed while travelling. Call conferencing allows up to five parties to hold a discussion.

Mobile phones now have the capacity for multimedia messaging. It allows you to add picture, sound, color, voice, animation, to messages which you send over the mobile phone. You can take a photo, edit it instantly and send it with text or a sound clip. Photos taken by MMS-enabled phone can be sent to other MMS-enabled phones, to e-mail addresses, can be published on the internet, used in a presentation, or just stored in a personal album.

SMS                     :         SMS (Short Message Service) is sending and receiving text messages to and from mobile telephones. The text may include words or numbers or a combination of both. SMS is also known as text messages, messages and SMSes.

Voice Mail            :         Voice mail is a communication service on a telephone line. The simple answering machine which can be attached to a telephone is a form of voice mail, it allows a caller to leave a name/ number and message if you do not answer the phone. The message can be retrieved and answered later, at a more convenient time.

3)    Fax                          :         The facsimile machine is a device for transmitting copies of printed images over telephone lines. The machine is connected to the telephone through a modem. The sender has to dial the receiver’s fax number, insert the documents into the machine and press the start button. The machine scans the page and makes an electronic representation of the text and graphics, compresses the data to save transmission time and transmits into the dialed fax machine. The receiving machine decrypts the signals and uses its in-built printer to produce an exact photocopy of the original page. The cost of the printout is borne by the receiver.

Fax permits quick exchange of information and documents between offices and organizations and individuals. Important decisions and instructions can be quickly conveyed to branches and other offices.

The fax machine can be set to function as a telephone or as a voice mail (answering machine) by pressing relevant buttons. It can also make one or two photo copies of a document.

4)    E-mail                      :         Electronic mail requires a computer, a telephone line and a modem. The connection is given by the VSNL, the MTNL and other e-mail and Internet Service Providers (ISP). E-mail is the most frequently used application of the internet.

It is easy to send e-mail; you can prepare the message on a word processing programme, log onto your e-mail, copy and paste the message on the ‘compose’ frame; or you can write the message directly on the compose frame after logging on and send it by clicking on the ‘send’ button. The message remains in the receiver’s e-mail inbox and can be read or deleted at any time.

In order to send an e-mail, you must know the recipient’s e-mail address. This has the form: rockstar@someplace.com/co.in/ac.in etc

5)    Teleconferencing              :         Teleconferencing can bring people together without anyone having to spend time and money on travelling. There are three types of teleconferencing. (A) Audio teleconferencing (B) Audio graphics teleconferencing (C) Video teleconferencing.

  Audio teleconferencing : is conference by telephone; it is the most frequently used, most productive and inexpensive medium. It is also called ‘phone meeting’; it does not need any special equipment other than the ordinary telephone.

Audio graphics teleconferencing provides the facility to move text, computer generated images, photographs and large files over ordinary telephone lines (like the internet).

Video teleconferencing allows people at different location to see and hear each other at the same time; it is fully interactive and almost like a face to face meeting. Depending on the level of technology used, it may connect to locations interactively or it may be broadcast video with the broadcasting site transmitting its image to many sites that may be able to communicate back through standard telephone lines. With more complex systems and equipments it is possible to have more than two locations connected together so that they can all see and hear one another, very much like an actual meeting.

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Q2) DISCUSS PHYSICAL AND LINGUISTIC BARRIERS OF COMMUNICATION

Ans) 
Physical Barriers

Defects in the Medium

Defects in the devices used for transmitting messages are external and usually not within the control of the parties engaged in communication. The telephone, the postal system, the courier service, or electronic media may fail. Messages can get delayed, destroyed and even lost while being transmitted. A partial failure of the mechanical equipment is more harmful than a total failure because a partial failure may carry an incomplete or distorted message. A fax message can be wrongly delivered as a wrong number can get dialed on the telephone. The printout may not be clear at all. It is advisable to call up and check that the fax has been received. If a medium like the telephone is out of order, the communication may have to be postponed or sent by an alternative medium.

Noise in the Environment

Noise is any disturbance caused by sound which occurs in the transmission process. In face-to-face communication which is carried by air vibration, the air may be disturbed by noise such as traffic, factory work, or people talking. In a factory, oral communication is very difficult because of the noise of the machines. Organizations that can afford sound-proof rooms can overcome this barrier to some extent.

Information Overload

When there is too much information, some of it is blocked in transit and may not reach the intended audience. Advertising and sales information is an example of overload; so much communication about products floats through so many media that a good deal of it does not reach the potential buyer.

  Semantic and Language Barriers

Semantic means pertaining to or arising from the different meanings of words or other symbols. Language is our most important and powerful tool of communication; and yet it is a tricky tool that needs skill in handling. First of all, many words have multiple meanings. If one refers good dictionary then it can be seen that words like ‘charge’, spring’, ‘check’, ‘suit’, ‘ring’, etc have multiple meanings.

 

There are also some similar sounding words which create confusion in understanding. These words are considered homophones. Pronunciations of these words are same but their spelling and meanings are different. You can see the same in the words like access-excess, flour-flower-floor, cite-site-sight. Such words can cause misunderstanding in speeches.

 

Sentences can convey entirely different meanings depending on how they are spoken.

Eg.      1. What can I do?

            2. What can I do?

The sentence means different when you stress the word ‘What’ and when you stress the word ‘I’. It becomes a routine inquiry when we stress on the word ‘what’ but it means that the problem is your own and you only will have to deal with it when we stress the word ‘I’. 

3)      DISCUSS IMPORTANCE OF COMMUNICATION.

Ans:-) When we communicate with another person, it does not only refer to communication skills. Communication skills involves a lot of things like the way we respond to the person we are speaking to, body gestures including facial expressions, pitch and tone of our voice and a lot of other things. Importance of communications skills is not only limited to management field or organizations. In almost every aspect of our life or in a relationship, effective communication is needed. Given the importance of communication skills in both the personal and the corporate world, any individual who want to make progress with their life should develop this important skill. In business, a good communication skill is always required especially on advertisements for job seekers. Without good communications skills, a person may find it impossible to climb up the corporate ladder. Usually promotions come to those who can communicate well. In a relationship, good communications skills are also important. It is a good way to maintain good relationships with our love ones. Good communication skills help the relationships to develop in a nice way. Sometimes the way we say something may mean the exact opposite of what we intended to say. A good communication skill is essential in a relationship because we are free to talk about what we feel. In sharing our happiness what we do is communicate when we talk to this person.

Taking the initiative by our-self is another part of communication in a relationship. In a simpler sense of the word, make a move. Take the phone and also take initiative to start the conversation. Often people have this problem while communicating, which comes from fear. They always think a thousand times whether to approach a person or not. But a person with good communication skills is always the first to start a conversation.