Class IX th :IT(INFORMATION TECHNOLOGY)-402

 Class IX

PART A: Employability Skills

Unit 1: Communication Skills

SESSION 1: Communication Cycle

Exercise 1

1. List the main components of communication process.

The main components or elements of communication process are sender, message, encoding, communication channel, receiver, decoding and feedback.

2. Who is responsible for the encoding of the message?

Encoding of the message is done by the sender before sending it to the receivers.

3. Who is responsible for decoding the message?

Decoding of the message is done by the receiver after receiving the message.

4. List 3 scenarios of technology based communication?

Three scenarios of technology communication are conversation over telephone, online chat and

video conferencing.

5. What do you mean by the channel of communication? Give some examples.

The medium of communication is called communication channel such as oral, written, technology based.

Exercise 2

1. Describe a scenario where all the major factors of effective communication come

in effect.

Ans: In a company meeting, a manager clearly explains the project goals using slides (clarity + visual aid), speaks politely (tone), listens to team feedback (active listening), and chooses a quiet room (no noise). Everyone understands and responds well — showing all key factors of effective communication.

2. List any 4 most important characteristics of effective communication.

Ans: The 4 most important characteristics of effective communication are:

1. Communication should be clear in content and purpose.

2. Communication should be complete with least scope of questions.

3. Communication should be based on right facts and should not be vague.

4. Effective communication leads to desired output and achievements.

3. Relate a real life scenario depicting communication barrier of environment.

Ans: During summer, a classroom becomes very hot due to high temperature. As a result, students feel uncomfortable and find it difficult to concentrate on what the teacher is explaining. The teacher also feels uneasy while teaching. This creates an environmental communication barrier, as the physical discomfort affects both teaching and learning.

4.Give real life example of communication barrier due to personality traits of the communicators.

Ans: A person who is not well conversant in English is trying to sell an item to a customer who understands English only. Another example: two persons from vastly different culture say Japan and India, trying to exchange their ideas for the first time.

SESSION 2: Methods of Communication

Exercise

1. Describe a scenario where oral communication is most effective as compared to written.

Ans: Teacher’s explanation in the classroom, a leader addressing a gathering of people, two persons discussing a matter to resolve a dispute between them.

2. List any 3 scenarios where written communication is most effective.

Ans: Written communication is most effective in the following scenarios:

1. Issuing official orders or circulars in an organization.

2. Sending legal notices or contracts.

3. Signing agreements or pacts between two governments or parties.

3. List any 2 major advantages and disadvantages of non-verbal communication.

Advantages of Non-verbal Communication

1. Non-verbal communication complements oral and audio visual communication.

2. It substitutes for the verbal communication like speaking with proper eye contact and tone.

Disadvantages of Non-verbal Communication

1. Sometimes non-verbal communication becomes vague and send wrong signals.

2. You cannot stop non-verbal communication.

4. List any 3 major advantages and disadvantages of AV communication.

Ans: Advantages of AV Communication

1. Use of internet and video conferencing saves cost incurred otherwise on scaling geographical barriers, physical movement of participants and other related expenses like lodging, food etc.

2. It is an effective way to explain complex ideas and concepts easily.

3. Technology makes it reusable and easy to distribute.

Disadvantages of AV Communication

1. It incurs a lot of cost in infrastructure.

2. It needs maintenance of equipment.

3. Technology and equipment can be complex to operate and learn.

SESSION 3: Communication Perspectives

Exercise

1. Describe a scenario where your visual perspective affected your decoding of a message.

Ans: Seeing a man in plain, simple clothes with ordinary personality and we assume that the person is not very bright and not sufficiently wealthy while actually he could be a learned college professor earning a handsome salary.

2. Relate an example where you interpreted a message depending on your past experiences.

Ans After receiving a bad response from the customer care persons of the company which sold me a TV, I did not buy air conditioner from them.

3. What do you mean by prejudice?

Prejudice means forming an opinion or belief about someone without verifying the facts, often leading to an unfair dislike or negative attitude towards that person.

Assessment Questions 

1. What do you mean by the term Communication? List the features of effective communication?

Ans: Communication is a process to give to and receive information from others. Interacting with others while exchanging information is called Communication.

                                                  The features of effective communication are:

• Effective communication is clear, complete, and based on right facts.
• In written form, communication is be concise and to-the-point.
• Effective leads to desired output and achievements.
• Effective communication establishes responsibility and accountability.
• It provides right kind of persuasion, guidance and consultation.

2. You need to prepare for a classroom presentation of 10 minutes. How will you ensure effective communication while presenting?

Ans: Following points will ensure effective communication during presentation: 

 1. The purpose and objectives of presentation should be mentioned clearly.

 2. The language of explanation should be simple and correct. .

3. Explanation should cover right facts, clearly and in crisp manner.

 4. The voice, expressions and gestures should reflect confidence.

 5. There should be some time spared for audience to have their queries cleared.

3. Describe any 2 communication barriers.

Ans: Barriers to effective listening: We tend to jump to conclusions. Mind wanders while listening emotional state, patience level, temperament, liking and disliking of the communicators are some barriers in effective listening.

Situational Barriers: Noise, distractions of any sort, distance, undesired turn of events during the communication process are situational barriers which are sometimes difficult to anticipate and need to be handled deftly as they occur.

4. You are conversing with your friend about something important in a roadside open café in a crowded market. Your friend has to rush to receive his mother from the airport also. What are the communication barriers in this scenario? How these could have been taken care of?

Ans: This is an example of situational barrier. Noise and other distractions are there. Friend is also in rush to airport. These barriers could have been avoided by fixing a prior appointment with the friend and deciding a quiet place to converse.

5. Briefly explain the terms Coding and Decoding taking a simple example.

Ans: Coding: Coding is the process of converting thoughts, ideas, or feelings into a message using words, symbols, or gestures that can be understood by the receiver.

 Decoding: Decoding is the process of interpreting or understanding the message received from the sender.

  Example of Coding: The teacher thinks, "Class is cancelled," and sends a message: "Today's class is cancelled due to rain.".

Example of Decoding: The students receive the message and understand that they don't have to attend the class today.

6. Describe communication cycle with a simple example.

Ans: The communication cycle is a process through which a message is sent by a sender, and received and understood by a receiver, ensuring effective communication. 

Sender: Says, "Your article needs too many corrections." (Poor encoding)

Receiver: Replies, "I worked all night!" (Negative feedback)

Sender (again): Rephrases politely, "We appreciate your effort, but some parts need revision."

Receiver: Understands and says, "Okay, tell me which parts."

7. How oral communication different from written communication? 

Ans: 

ORAL COMMUNICATION	WRITTEN COMMUNICATION
1.It is fastest and easiest hence more effective.	1.Time taking and more effort is required.
2. Sender and receiver are present in person.	2. Sender and receiver need not be present in person.
3.Suitable for formal and informal modes of conversation.	3.Mostly suitable for formal communication.
4.Creates lesser misinterpretation..	4.Written messages have no emotions and body language involved hence it can be misinterpreted.

Q10. Explain briefly how verbal and non-verbal communication occur using Audio-visual aids.

Ans: 

Audio-visual communication uses both hearing and sight. Examples include phone calls (only hearing) and video conferencing (hearing and sight). It uses tools like phones, internet, speakers, microphones, and presentation software.

Q11. How will you take care of your effective communication during a presentation over video conferencing?

Ans a. Rehearse and stay well-prepared.

b. Use positive body language.

c. Start with clear objectives.

d.Speak in simple, correct language.

e.Share correct facts clearly and briefly.

f.Show confidence through voice and gestures.