ENG301

ENG301 (Business Communication)
Fall 2009
Assignment # 1 Total Marks: 15
Question No.1 (5)

Which theory of communication do you prefer from three theories of communication present in your course and why?

Answer

Rhetorical theory is preferred to others because we can easily condition our message according to the feedback from the audience and its circular nature. Moreover, third set of theorists add more dimensions to our understanding of the communication process: communication is not linear, but circular; not just sending a message to be received, but producing a response; not static, but dynamic.
Rhetorical theorists provide an important addition to a communication model for business communicators
Many people in business get so much absorbed in the accuracy of their message and appropriateness of the situation that they forget the third crucial variable, producing the desired response form their audience. The importance of response in business communication is illustrated in the following figure—which incorporates the ideas of accuracy (from the collective theory) and situation (from the social environment theory).
Circular Model

Message
Message
Communicator Audience
Response
Response

In fact, perhaps the most important difference between business communication and other forms of communication is this circular quality: your business communication effectiveness depends on the result you achieve. How can you achieve the desired response? You will learn not only how to be more correct and accurate, and how to be more sensitive to the situation, but also how to identify your audience’s needs in order to become a better communicator.


Question No.2

(a)

Describe the traits of a good communicator. (5)

Answer

When you learn how to overcome more and more communication barriers, you become more and more successful as a business communicator. Think about the people you know. Which of them would you call successful communicators? What do these people have in common?
Most probably, the individual you list share fine traits.
Following are the traits of good communicators:

• Perception
• Precision
• Credibility
• Control
• Congeniality

Perception: They are able to predict how you will receive their message. They anticipate your reaction and shape the message accordingly. They read your response correctly and constantly adjust to correct any misunderstanding.
Precision: They create a ‘meeting of the minds’. When they finish expressing themselves, they share the same mental picture.
Credibility: They are believable. They have faith in the substance of their message. You trust their information and their intentions.
Control: They shape your response. Depending on their purpose, they can make you laugh or cry, calm down, change your mind or take action.

Congeniality: They maintain friendly, pleasant relations with you. Regardless of whether you agree with them. Good communicators command your respond and goodwill. You are willing to work with them again, despite their differences.
Effective communication overcomes the main barriers to communication by creating their message carefully, minimizing noise in the transmission process and facilitating feedback.


(b)

What is the role of proximity and artifacts in non verbal communication? (5)

Answer

Proximity means nearness, in terms of physical space. How people use their personal space and that of others to communicate a message. Proximity is communicated, for instance, through the use of space, distance, touching, eye contact, gestures, and body position.
This response to spatial relationships in formal, informal and intimate settings indicates how that person perceives and feels in that space. Space in nonverbal communication may be divided into four main categories: intimate, social, personal, and public space.(Scott Mclean, 1969) People also use their height and weight to convey a message. If you tower over other people in a way that intrudes on their personal space you may cause their discomfort and withdrawal.

Personal space varies according to:
Gender
Status
Roles
Culture
Research has shown that Australians speaking to acquaintances or work colleagues leave about an arm’s length of space between themselves and the other person. People speaking to friends and family leave about half an arm or an elbow’s length between themselves and others. People in intimate relationships allow direct and close contact when speaking to each other. The use of space reflects the way people feel about others. Americans keep a distance of 18 inch from other person during a formal during a formal conversation.

Artifacts
Artifacts are objects used to convey nonverbal messages about self-concept, image, mood, feeling or style. For example, perfume, clothes, lipstick, glasses and hairpieces project the style or mood of the wearer. Many artifacts are common to the group but we also use artifacts, particularly clothing, as an individual form of communication.

Appearance and cloth are important and highly visible parts of nonverbal communication. Consider the difference between the clothes you wear at home to the beach and the clothes you wear to a job interview. The choice of clothes reflects your mood and your attitude to the occasion. Other people note and place their own interpretation on your dress.

Even if you decide you will not bother about personal appearance or clothes, others will read this message as part of your nonverbal communication.