MBA 1st Year Group Communication Short Question Answers Study Notes Study Material Notes Sample Papers Unit Wise Study Notes Chapter Wise Syllabus of the Content.
Short Answer Questions
MBA 1st Year Group Communication Short Question Answers Study Notes Page.1
MBA 1st Year Group Communication Short Question Answers Study Notes Page.2
Q.1. What is group communication? Explain its goals.
Ans. Group Communication : Group communication is a verbal or non-verbal message that is sent and received within a group for the purpose of mutual understanding and acceptance. It is an important aspect of business life that requires interpersonal skills. Effective group communication reduces the confusion and misunderstanding of members.
Goals of Group Communications: Various goals of group communication are:
1. To Monitor Progress: Team members communicate as a way to monitor the progress of the project.
2. To Avoid Duplicate Work: Group communication is important to minimise the duplicacy of work in a team atmosphere as it is unproductive, wastes money and precious time.
3. To Eliminate Confusion: Communication helps in eliminating confusion among group members and workers.
4. To Disseminate Ideas: Each term member has completed and hence all ideas are disseminated in group setting
5. To provide Feedback: It is important for a team to communicate in the form of feedback from project manager to worker and member to member.
6. To Take Efficient Action: Group communication helps to take effective action in case of any misunderstanding.
7. To Encourage Dynamic Change: An effective team communication changes in the business world and the team is able to keep up because important information is shared efficiently.
Q.2. Discuss about meetings. What is its need?
Ans. Meetings: A meeting can be defined as a gathering or an assembly of getting together of a number of persons for transacting a lawful business having certain number of purposes.
Meetings are the most popular method of interactive communication. They facilitate direct face-toface communication and are essential at various levels in all organisations. When there are two or more persons, there is a meeting structured or otherwise. They serve the valuable objective of facilitating exchange of information, fostering of team spirit and commitment to common goals and objectives.
Meetings of marketing people with prospective customers while launching a new product of service helps in clearly bringing out the significant future of the product by clarifying the finer points. Similarly, meetings with computer personnels facilitate detailed and effective planning of connectivity, networking, etc. while meetings that are effective contribute to the decision-making with positive results, ill defined meetings leads to waste of time, effort and resources.
Need of Meetings: The following are the necessity for holding meetings in business organisations:
1. To save time in communication.
2. To instruct a group for a specific purpose that is for briefing,
3. To discuss and solve problems relating to business.
4. To resolve conflicts, confusion and disagreement among groups.
5. To give and get new ideas and immediate reactions.
6. To generate enthusiasm and positive attitude.
7. To learn from others and also to train others.
8. To arrive at consensus on issues,
Q.3. How are notice and agenda of a meeting prepared?
Ans. Notice of a meeting is prepared using the following details:
1. Heading of the notice with subject and purpose.
2. Date on which notice is written.
3. Persons for whom the notice is written.
4. Name of authorising person issuing the notice.
5. Information such as date, time and place is given
6. Designing the notice in a way that it attracts the attention of people who pass by the notice board.
7. To attract attention, enough space is left on all the four margir.
8. Double space between each line.
9. Choose the positive and polite tone and avoid all negative implications. (2013-14)
Instructions for drafting an agenda: The instructions for drafting an agenda are:
1. Prepare in advance for this purpose, create an outline of issues and projects needed by company.
2. Head your agenda with the date, location, starting and ending time and expected attendees.
3. Welcome the colleagues with a short note or appropriate quote. Keep your welcome statement positive.
4. Recap that has been accomplished since the last meeting. If this is used to express the goals for this meeting.
5. Add the items chosen from the outline to the agenda.
6 Leave space between agenda items so that meeting participants can take notes. Thus, notice and agenda are drafted.
Q.4. Differentiate between a minutes and an agenda. What are the skills required for preparing a minute?(2014-15)
Ans. Minutes and Agenda: An agenda is a list of meeting activities in order in which they are taken up begining from call to order and ending with adjournment. It includes specific items of business to be discussed and specific times for one or more activities.It is also called a docket.
Minutes are a written document that accurately and objectively records the essen and are useful because people forget what was decided in a meeting if there is no written record of the proceedings. They contain the main points of discussion, conclusions reached and the tasks as to individual members.
Skills Required to Prepare a Minute: The various skills required to prepare a minute are:
1. Name of the committee and date of meeting should be stated at the beginning of a minute.
2. Members of the committee should be listed in alphabetical order with the chair identified or written after name.
3. The purpose of making a minute should be stated to provide a formal record of the decisions and discussions occurring in a meeting.
4. At the start of the meeting, the chairperson may wish to say a few words. If this is not a regular numbered agenda, it should be minuted under a separate heading.
5. Each item number should be numbered and correspond with the item number given on the agenda. Even each paragraph should be numbered within an item.
6. The minutes must record the actions to be taken after the meeting and by whom. All this should be recorded at the end of the paragraph.
7. Minutes should be written in the third person and in the past tense.
8. Font size used is Times New Roman or Arial 10 and left and right margins are 2 cm.(2011-12)
Q.5 Prepare a format of minutes of the meeting.
Ans. Format of Minutes of the Meeting
[Add meeting/group name]
Invitees Attend: [Alpha list]
Partners/Guests: [Name, title, organisation]
1. First Agenda Item:
Additional Discussion Points: