1.

Communication is not complete till it is received, understood and acted

upon'. Elucidate.
The term 'communication' originates from the Latin word communicate, which means to share
or impart. When used as per its function, it means a common ground of understanding.
Communication is the process of exchanging of facts, ideas and opinions and a means that
individuals or organizations use for sharing meaning and understanding with one another.
Communication is a two-fold process between two parties- the sender and the receiver. It
involves an exchange and progression of thoughts, ideas, knowledge and information towards
a mutually accepted goal or direction.
In the communication process, the role of receiver is, I believe, as important as that of sender.
There are five receiver steps in the process of communication--Receive, Understand, Accept,
Use, and Give a Feedback. Without these steps, being followed by the receiver, no
communication process would be complete and successful.


"The receiver is the destination of the message. The receiver's task is to interpret the sender's
message, both verbal and nonverbal, with as little distortion as possible. The process of
interpreting the message is known as decoding. Because words and nonverbal signals have
different meanings to different people, countless problems can occur at this point in the
communication process:
The sender inadequately encodes the original message with words not present in
the receiver's vocabulary; ambiguous, nonspecific ideas; or nonverbal signals that
distract the receiver or contradict the verbal message.
The receiver is intimidated by the position or authority of the sender, resulting in
tension that prevents effective concentration on the message and failure to ask for
needed clarification.
The receiver prejudges the topic as too boring or difficult to understand and does
not attempt to understand the message.
The receiver is close-minded and unreceptive to new and different ideas.

With the infinite number of breakdowns possible at each stage of the communication process,
it is indeed a miracle that effective communication ever occurs."

Feedback Issues
Feedback refers to the response or reaction of the receiver to the sender. Feedback can be in
various forms, i.e. through the same channel or medium or through a different one.
Developmental communication is incomplete without feedback.
Communication is not an end in itself. Feedback influences communication. How it influences
depends on whether the communicator received positive feedback or negative feedback. If one
receives laughter or clapping from the audience while delivering a lecture, he feels
encouraged.
Feedback is immediate in one to one communication. It is more restricted in formal situations.
The communication cycle is incomplete without feedback. It is source oriented, and exerts
control over future message.
It contributes to the stability and equilibrium of a communication process. For any
developmental programme to succeed, adequate and correct feedback is necessary when a
development practitioner receives feedback, he comes to know the positive and negative sides
of his work and he is able to plan his subsequent activities on the basis of this knowledge.
Thus, it enhances the confidence of the communicator and receiver in what they have
accomplished by communicating with each other. Absence of feedback may give rise to
doubts in the minds of both sender and receiver.
Discouragement from the communicator to give feedback, language and cultural barriers,
untimely messages, socio-economic barriers or nature of the channel could be some of the
reasons for getting no or poor feedback.
The reasons for the growing significance of receiver in communication can be judged from the
following :
To initiate and improve communication
To evaluate or modify a process or product
To enable improvements to be made
Coordination
Smooth Working
Effective Decision-Making
To provide useful information for future decisions and development
Feedback is a vital aspect of the mentor-mentee relationship.
If the sender is unable to give feedback effectively, and/or the receiver is unable to
receive constructive feedbacknot much will be accomplished.


2. How can postures and gestures be used effectively in dealing with people
within organisations.
Nonverbal communication can portray a message both verbally and with the correct body
signals. There are numerous elements of what we call body language. They include physical
features, both changeable and unchangeable, gestures and signals you send to others at a
conscious and unconscious level, and the space that you use when communicating with
others. The wrong message can be established if the body language conveyed does not match
a verbal message. Nonverbal communication strengthens a first impression in common
situations like attracting a partner or in a business interview. An individual has less than ten
seconds and realistically close to four seconds to make a good impression on those with whom
you come in contact. First encounters or interactions with another person strongly affect a
persons lifestyle. People are more likely to believe that the first things they learn are the
truth. When the other person or group is absorbing the message they are focused on the
entire environment around them, meaning, the other person uses all five senses in
the interaction. Sight makes up 83% of the impact on the brain of information from the
senses during a visual presentation. Taste makes up 1%, Hearing makes up 11%, smell 3%
and touch 2%.
Posture or a person's bodily stance communicates a variety of messages. Posture can be used
to determine a participants degree of attention or involvement, the difference in status
between communicators, and the level of fondness a person has for the other communicator,
depending on body openness. Studies investigating the impact of posture on interpersonal
relationships suggest that mirror-image congruent postures, where one persons left side is
parallel to the other persons right side, leads to favorable perception of communicators and
positive speech; a person who displays a forward lean or decreases a backward lean also
signifies positive sentiment during communication.
Posture can be situation-relative. There are many different types of posture. Some of these
postures include: slouching, towering, legs spread, jaw thrust, shoulders forward, and arm
crossing. These nonverbal behaviors can indicate feelings and attitudes toward another person.

Gestures may be made with the hands, arms or body, and also include movements of the
head, face and eyes, such as winking, nodding, or rolling one's eyes. Although the study of
gesture is still in its infancy, some broad categories of gestures have been identified. The most
familiar are the so-called emblems or quotable gestures. These are conventional, culture-
specific gestures that can be used as replacement for words, such as the hand wave used in
western cultures for "hello" and "goodbye." A single emblematic gesture can have a very
different significance in different cultural contexts, ranging from complimentary to highly
offensive. There are some universal gestures like the shoulder shrug. The shoulder shrug is a
good example of a universal gesture that is used to show that a person doesnt know or
doesnt understand what you are saying. Its a multiple gesture that has three main parts:
exposed palms to show nothing is being concealed in the hands, hunched shoulders to protect
the throat from attack, and raised brow, which is a universal, submissive greeting

Gestures can also be categorized as either speech independent or speech related. Speech-
independent gestures are dependent upon culturally accepted interpretation and have a direct
verbal translation.
Facial expressions, more than anything, serve as a practical means of communication. The
versatility makes non-verbals of the face extremely efficient and honest, unless deliberately
manipulated. In addition, many of these emotions, including happiness, sadness, anger, fear,
surprise, disgust, shame, anguish and interest are universally recognized.
Displays of emotions can generally be categorized into two groups: negative and positive.
Negative emotions usually manifest as increased tension in various muscle groups: tightening
of jaw muscles, furrowing of forehead, squinting eyes, or lip occlusion (when the lips
seemingly disappear). In contrast, positive emotions are revealed by the loosening of the
furrowed lines on the forehead, relaxation of the muscles around the mouth, and widening of
the eye area. When individuals are truly relaxed and at ease, the head will also tilt to the side,
exposing our most vulnerable area, the neck. This is a high-comfort display, often seen during
courtship that is nearly impossible to mimic when we are tense or suspicious.
3. Write a letter to the printers on panel, calling for quotation for printing
your organizations annual report.

Mr. Rajesh Kalyan
Kalyan Printers
Nai Sarak, Delhi
19
th
September, 2012
Sub: Inviting quotations for printing job.
Dear Rajesh
On behalf of Maharaja Agrasen Institute Of Technology, I- Ritu Goyal, wish to seek
quotations for the printing of our organizations annual report. It would contain around 60
coloured pages including cover, in glossy finish. Each page shall contain text and
multicolored photos and images. The report shall be softbound. We are interested in getting
printed 500 copies of the same.
Please send us quotations for the same on or before 30
th
September, 2012.
For more details contact the undersigned.
Regards
Ritu Goyal
Mob. 09811066213
email@ goyal.ritu175@gmail.com

PS: the quotations are requested in white and sealed business envelop.