Question

Assume that you are a manager and need to communicate information to your shift supervisor about a very important project which has a short deadline. Select two different forms of communication which could be used and explain the advantages and disadvantages of each. Decide on which form would be most appropriate and explain what would occur at each of the eight steps in the communication process with your shift supervisor.

Answer 1

Two different forms of communication that can be used in this situation can be verbal( oral) or written.

Advantages of oral communication are as follows:

1. Reduction in paperwork as communication is run through word of mouth.

2. Oral communication is flexible as compared to any other form of communication.

3. It can help in persuasion and negotiation effectively.

Disadvantages of oral communication:

1. Information is transit and short-lived.

2. Chances of Misunderstandings and errors are more.

3. There is no legal validity or it can't be stored for future evidence.

Advantages of written communication are as follows:

1. It can be stored for future evidence

2. There are fewer chances for errors and loss of data while transmission.

3. Information can be read again and again.

Disadvantages of written communication as follows:

1. Nonverbal forms of communication can't be used along with written communication.

2. It is a very slow and time-consuming process.

3. Lack of personal touch.

According to me, written communication will be more effective in this because of its advantages. 8 steps in the communication process would be as follows:

1. Sender: The center is a source of information that has an Idea which he wants to convey to the other.

2. Message: it is the message sender wants to convey to the receiver and hear it is about the important project which has a very short deadline.

3. Encoding: how the message will be encoded in accordance with easy to understand and transmit.

4. Media and channel: here, it will be decided, whether the information with being transferred with the help of formal or informal channels and by what media. Here, we can choose emails or letters of notice, etc.

5. Receiver: now the information would be transferred to the person who is required to interpret data.

6. Decoding: now, the information would be interpreted in a manner that is understandable and the receiver will interpret the data according to his own understanding.

7. Feedback: the receiver will give feedback to the sender in accordance with what he has understood.

8. Noise: it refers to the unwanted hindrances in the transmission of data which can cause its disruption or loss also.

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