Workplace Communication

Workplace communication is the process of exchanging information and ideas, both verbal and non-verbal, within an organization. You can upgrade your skills by going through these question and answers.

Q.1 What types of people do you find it difficult to get on with?

When asking this question, an employer isn’t interested who you find it difficult to work with. They want to know what you do to ensure an effective working relationship with such individuals. A possible answer for this question could be: “I get on with all types of people, but get frustrated when working with those who don’t share my work ethic. In these situations, I find that by developing a good rapport the person, letting them know how important their contribution is to getting the job done, and appealing to their better nature………things get done.”

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Q.2 Tell me about a time when you successfully dealt with conflict?

When preparing your answer for this type of communications skills question, bear in mind that the employer is most interested in the tools you use to deal with conflict. Choose an example where you had to work hard to come to a mutually beneficial outcome. Points that you may want to consider when preparing your answer: Emphasise that you always act calmly even if the other party is aggressive and that you never personalise a situation. Mention that you actively listen and try to understand the other person’s viewpoint. Show that you are open to the idea that a third position may exist and that by working together a creative solution may be found. Highlight that if approached correctly you think conflict can be positive as it can deepen your awareness of a situation, sharpen your focus and force you to think outside of the box.

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Q.3 Tell me about the most difficult or complex idea you have had to explain to someone.

Once again, the employer is more interested in the tools you use to effectively communicate a complex idea, rather than the idea itself. Points to bear in mind when explaining your methodology: When communicating complex ideas, you keep your message simple and straightforward – avoiding technical jargon and overusing statistics. You don’t expect people to have the same background knowledge as you and are careful to introduce your idea in clear, concise terms. You find that giving examples, using pictures and graphs helps clarify difficult concepts and can be useful as people have different learning styles. You always encourage questions and if somebody is having difficulty understanding, you are quick to adapt your style.

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Q.4 What efforts will you put forth to ensure you’ll excel in your new communications role?

Learning is an ongoing process that I plan to continue throughout my career. I take an active role in keeping my skills sharp by reading industry articles as well as attending communications workshops and events

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Q.5 What skills do you have that have prepared you for work in the communications field?

Your interviewer is asking this question to make sure you have an understanding of the skills that are necessary to succeed in the role. Your answer should include a mix of hard skills and soft skills. Here’s a sample answer: “Through my work experience and education, I have developed strong communication skills, and I’m able to clearly convey points to different audiences. I’m also a good listener which aids in my ability to intimately understand a situation and prepare an appropriate response. I believe that my strong organizational skills will also be an asset in this role.”

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Q.6 Tell me about a time of conflict and how you resolved it

Your interviewer is looking for verification that you can keep a cool head under pressure. Approach the question with the STAR method and focus on the resolution, not the negative part of the conflict like this: “Managing conflict is about empathy and understanding the other person’s perspective. Listening to what the other person says and reading their body language is key. I try to understand the situation from the other person’s point of view, come up with possible resolutions, and consult with them as to what will meet their needs.”

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Q.7 How do you stay organized?

Communications professionals often field requests from many different departments and need to juggle a large number of projects at one time. Your interviewer wants to know that you have good organization skills so that when it gets busy, you’ll be able to manage the work: “I’m good at using my time efficiently and being organized. I love using software tools like Trello that can help me stay on task and prioritize.”

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Q.8 What is business communication?

Business communication refers to the exchange of information within an organization and with external parties to achieve business goals.

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Q.9 Why is effective business communication important?

Effective communication fosters clarity, collaboration, and efficiency in the workplace.

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Q.10 How can you improve written communication skills?

Improving written communication involves clarity, grammar, and organization of written content.

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Q.11 What are the key elements of a successful presentation?

A successful presentation includes clear content, engaging visuals, and effective delivery.

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Q.12 How do you tailor your communication to different audiences?

Tailoring communication involves considering the audience's knowledge, needs, and preferences.

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Q.13 Explain the concept of active listening.

Active listening is a skill that involves fully focusing on and understanding the speaker's message before responding.

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Q.14 How can non-verbal communication impact a message?

Non-verbal cues like body language, tone, and gestures can reinforce or contradict verbal messages.

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Q.15 What is negotiation in a business context?

Negotiation is a process in which parties with conflicting interests seek a mutually beneficial agreement.

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Q.16 How can you prepare for a successful negotiation?

Preparation involves researching, setting objectives, and understanding the other party's perspective.

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Q.17 What are win-win negotiation strategies?

Win-win strategies aim for mutually beneficial outcomes by finding common ground and creating value.

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Q.18 What is emotional intelligence (EI) in the workplace?

EI involves recognizing and managing emotions in oneself and others to improve relationships and decision-making.

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Q.19 How does emotional intelligence benefit a leader?

Leaders with high EI are better at motivating teams, resolving conflicts, and making empathetic decisions.

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Q.20 Can you give an example of a time when you used EI to resolve a conflict?

Share a specific example highlighting how you applied EI to understand and address the feelings and concerns of those involved.

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Q.21 What is assertiveness in communication?

Assertiveness involves expressing thoughts, needs, and opinions clearly and respectfully, without being overly passive or aggressive.

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Q.22 How can you provide constructive feedback effectively?

Constructive feedback should be specific, focused on behavior, and offer suggestions for improvement.

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Q.23 What is the role of empathy in workplace communication?

Empathy helps you understand and connect with others' feelings and perspectives, fostering better relationships.

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Q.24 How do you handle difficult conversations in the workplace?

Handling difficult conversations requires preparation, active listening, empathy, and a solution-oriented approach.

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Q.25 What are the common barriers to effective communication?

Common barriers include noise, language differences, cultural misunderstandings, and emotional barriers.

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Q.26 How can you adapt your communication style to a diverse team?

Adaptation involves recognizing cultural differences, listening actively, and being open to different perspectives.

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Q.27 What is the significance of feedback loops in communication?

Feedback loops enable continuous improvement by allowing individuals and teams to learn from their experiences.

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Q.28 How do you manage time effectively in a fast-paced work environment?

Effective time management involves setting priorities, delegating tasks, and using tools like calendars and to-do lists.

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Q.29 What are some strategies for managing conflicts in the workplace?

Strategies include addressing issues promptly, using open communication, and seeking mutually agreeable solutions.

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Q.30 How do you build trust with your colleagues and team?

Building trust involves consistency, transparency, fulfilling commitments, and demonstrating competence.

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Q.31 What is the importance of body language in communication?

Body language can convey emotions, interest, and confidence, impacting how others perceive your message.

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Q.32 Can you share an example of a successful negotiation you were involved in?

Discuss a negotiation where you achieved a positive outcome through effective communication and negotiation skills.

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Q.33 How do you handle disagreements within a team?

Handling disagreements requires active listening, respectful communication, and a focus on finding common ground.

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Q.34 What is the role of cultural sensitivity in global communication?

Cultural sensitivity involves understanding and respecting cultural differences to avoid misunderstandings and conflicts.

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Q.35 Describe a time when you successfully resolved a communication breakdown.

Share a specific situation where you identified and resolved a breakdown in communication, highlighting the outcome.

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Q.36 How do you adapt your communication style when working with cross-functional teams?

Adaptation involves understanding the roles and communication preferences of team members from different departments.

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Q.37 What steps do you take to ensure your messages are clear and concise?

Steps include organizing thoughts, eliminating jargon, and focusing on the main message when communicating.

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Q.38 How do you manage conflict between team members who have strong personalities?

Conflict management involves facilitating open dialogue, setting ground rules, and finding common goals.

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Q.39 Can you provide an example of a situation where emotional intelligence played a crucial role in your decision-making?

Describe a scenario where you used EI to make a decision that had a positive impact on a project or team.

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Q.40 How do you handle communication challenges in a remote work environment?

Handling challenges includes setting clear expectations, using video conferencing effectively, and promoting regular communication.

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Q.41 What strategies do you use to ensure effective team communication in a virtual setting?

Strategies may include regular check-ins, using collaboration tools, and fostering a sense of team unity.

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Q.42 How do you handle miscommunication or misunderstandings within a team?

Addressing miscommunication involves clarifying intentions, seeking feedback, and ensuring everyone is on the same page.

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Q.43 Describe a situation where your effective communication prevented a potential problem or crisis.

Share an example where your communication skills helped prevent a misunderstanding or issue from escalating.

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Q.44 How do you maintain professionalism in written and verbal communication?

Maintaining professionalism involves using formal language, being respectful, and avoiding personal or offensive remarks.

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Q.45 Can you explain the concept of active constructive feedback?

Active constructive feedback focuses on highlighting positive aspects and encouraging further improvement in a constructive manner.

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Q.46 How do you handle resistance to change in a communication context?

Handling resistance requires addressing concerns, emphasizing benefits, and involving stakeholders in the change process.

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Q.47 What is the difference between persuasion and manipulation in negotiation?

Persuasion is ethical and involves influencing others based on rational arguments, while manipulation is deceptive and coercive.

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Q.48 How do you ensure that negotiations result in a mutually beneficial agreement?

Ensure open communication, a focus on common interests, and a willingness to compromise to create value for both parties.

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Q.49 Can you provide an example of a negotiation where you had to balance assertiveness and cooperation?

Discuss a negotiation where you needed to assert your interests while maintaining a cooperative approach to reach an agreement.

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Q.50 What is the role of empathy in negotiation?

Empathy helps negotiators understand the other party's needs and motivations, facilitating better compromise and agreement.

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Q.51 How do you handle high-pressure negotiation situations?

Handling high-pressure negotiations involves staying composed, having a clear strategy, and being prepared to walk away if necessary.

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Q.52 Describe a situation where emotional intelligence helped you navigate a challenging team dynamic.

Share an example where your EI skills helped you manage emotions, resolve conflicts, or improve team dynamics.

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Q.53 How do you provide constructive criticism without causing emotional distress?

Provide feedback in a balanced, non-judgmental, and constructive manner, focusing on behavior and outcomes, not personal attributes.

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Q.54 What is the role of trust in effective workplace communication?

Trust is the foundation of effective communication, as it fosters openness, honesty, and the willingness to collaborate.

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Q.55 How do you handle communication breakdowns with clients or external stakeholders?

Addressing breakdowns involves acknowledging the issue, seeking solutions, and maintaining professionalism throughout the process.

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Q.56 Can you describe a situation where you successfully mediated a conflict between team members?

Provide an example of how you facilitated communication and understanding between conflicting parties, leading to resolution.

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Q.57 How do you ensure that your team's communication aligns with the organization's mission and goals?

Ensure regular communication about organizational objectives, encourage feedback, and reinforce alignment with the mission.

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Q.58 What strategies do you use to foster a culture of open and honest communication within a team?

Strategies include regular team meetings, encouraging questions and feedback, and setting a positive example as a leader.

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Q.59 How do you handle sensitive or confidential information in your communication?

Handling such information requires discretion, adherence to policies, and clear guidelines on who should have access.

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Q.60 Can you provide an example of a time when your communication skills played a pivotal role in project success?

Discuss a project where effective communication led to improved coordination, problem-solving, and successful outcomes.

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Q.61 How do you ensure that remote team members stay engaged and connected through communication?

Employ various communication tools, maintain regular check-ins, and create opportunities for virtual team-building activities.

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Q.62 What is the importance of active listening in the context of client relationships?

Active listening ensures that you understand client needs, preferences, and concerns, leading to better service and satisfaction.

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Q.63 How do you adapt your negotiation approach when dealing with international clients or partners?

Adaptation includes considering cultural norms, language barriers, and differing negotiation styles.

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Q.64 How do you promote a culture of continuous learning and improvement in your team through communication?

Encourage feedback, share knowledge, and provide opportunities for skill development to foster a learning culture.

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Q.65 Can you share an example of a time when you had to provide difficult feedback to a subordinate?

Describe how you approached the situation, maintained professionalism, and worked with the individual to improve performance.

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Q.66 What strategies do you use to maintain effective communication during times of organizational change or crisis?

Strategies include regular updates, transparency, addressing concerns, and providing support to employees.

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Q.67 How do you handle conflicts of interest in negotiation situations to ensure fairness and integrity?

Handle conflicts of interest by disclosing them, involving impartial parties, and ensuring transparency in decision-making.

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Q.68 What is the role of feedback in enhancing emotional intelligence?

Feedback helps individuals become more aware of their emotions and behaviors, facilitating growth in emotional intelligence.

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Q.69 How do you measure the effectiveness of your communication and negotiation strategies?

Effectiveness can be measured through feedback, outcomes, and the achievement of intended goals and objectives.

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Q.70 Name the different types of business communication.

The four major types of business communication are: 1. Upward communication 2. External communication 3. Lateral communication 4. Downward communication

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Q.71 What are the 7Cs of communication?

The seven Cs of communication are: clear, concrete, coherent, concise, correct, complete and courteous.

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Q.72 Name the parts of a workplace.

The five parts of a workplace include operating core, middle line, strategic apex, technostructure, and support staff.

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Q.73 What are the goals of organizational behaviour?

The goals of organizational behaviour are explaining, predicting, and influencing behavior.

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Q.74 What is workplace citizenship?

Workplace citizenship is defined by how much a person is personally invested in an organization.

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Q.75 What are the characteristics of Emotionally Intelligent people?

The common characteristics of emotionally intelligent people are: • Keeping communication channels open • Expressing one’s care for others • Identifying the situation quickly • Speak out only when it helps the situation • Being open to feedback

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Q.76 What are some self-control strategies?

Some self-control strategies are: • Analysing the “self-talk” that drives emotional reactions • Giving proper thought to the impact of your words and actions on other • Introducing a pause before speaking

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Q.77 What does LSM stand for?

LSM stands for line and staff relation management. It basically refers to a pattern in which staff specialists advise line managers to perform their duties.

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Q.78 How does emotional awareness strengthen nonverbal communication?

Emotional awareness helps us to respond in ways that show others that you understand, notice and care and also creates trust in relationships by sending nonverbal signal that match up with your words.

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Q.79 Mention what are the emotional intelligence or EQ is commonly split into?

Well, emotional intelligence is commonly divided into five traits- • Self-regulation • Self-awareness • Empathy • Motivational skills • Social skills

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Q.80 Define organizational structure.

Organizational structure is the method by which the activities in an organization are divided, organized as well as coordinated. The organization's structure coordinates the activities of work factors and controls the member performance.

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Q.81 What do social skills refer to?

Social skills generally refer to the ability of communicating well with others and building relationships.

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Q.82 Why EQ or emotional intelligence is related to a person’s thinking or working ability?

Since our memory is strongly linked to emotion and by staying connected to the emotional part of the brain, the thinking capability and decision-making ability of a person enhances. Therefore, EQ is related to the person’s thinking .

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Q.83 List out the traits of high EQ for Social Expertness?

The traits of high EQ for Social Expertness are- • Building relationships • Ability to resolve conflicts • Collaborating with others • Ability to understand

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Q.84 What are the benefits of non-verbal communication?

The benefits of non verbal communication include repetition, contradiction, substitution, complementing and accenting.

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Q.85 Mention the types of organizational structure.

The organizational structure is of four types including functional, divisional, matrix and flat.

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Q.86 What is the role of oral communication?

The main role of an oral presentation is to present the subject content in an concise, organised and effective manner to a live audience.

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Q.87 Mention the types of oral communication.

The major types of oral communication are: Staff meetings and face-to-face meetings personal discussions business meetings public presentations like speeches and conferences teleconferences or videoconferences

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Q.88 Whar are the types of non-verbal communication?

It is broadly classified into 8 types that are space, time, artifacts, body movements, physical characteristics, touch, paralanguage, and environment.

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Q.89 What are the forms of verbal communication?

The two types of verbal communication are written and oral communication.

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Q.90 What do you understand by business ettiquetes?

Business etiquette refers to a set of manners accepted in a profession. It is usually enforced by the members of an organization and the ones who violate business etiquette are considered offensive.

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Q.91 What is organizational citizenship behavior?

Organizational citizenship behavior is defined as participatiion in activities or actions that are not a part of the job description formally but benefits the organization as a whole.

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Q.92 What do you mean by workplace culture?

Workplace culture represents the collective values along with the beliefs of the people that work in an organisation and is influenced by its history, primary tasks, management strategy, key individuals, external constraints and circumstances.

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Q.93 Define leadership.

Leadership is the ability of management of inducing the subordinates to work towards group goals with confidence and keenness. It also implies that the leader accepts responsibility for the achievement of the group objective and it is, therefore, necessary for trust and cooperation from both sides to be in evidence

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Q.94 What are the benefits of training programme?

The benefits of effective training programme are: • improved efficiency and morale • introduction of new techniques • provision for succession • raised standard of unskilled personnel

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Q.95 What are some self-control strategies?

Some self-control strategies are: • Analysing the “self-talk” that drives emotional reactions • Giving proper thought to the impact of your words and actions on other • Introducing a pause before speaking

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Q.96 What is the importance of organisation policies?

Organizational policies are important to provide an understanding of the informal processes of conflicts and co-operations in organizations, along with their impact on the organizational performance.

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Q.97 Describe the importance of company law.

The importance of company law lies in the establishment of laws that govern how corporations are formed and operated. This field is closely related to the practice areas of contract and commercial law.

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Q.98 Define business law.

Business law or corporate law, is the body of law that applies to the rights, relations, and conduct of individuals and businesses engaged in commerce, trade, merchandising and sales. It is also considered to be a branch of civil law and deals with issues relating to both private law and public law.

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Q.99 What are the basic negotiation strategies?

The 3 basic approaches to negotiations are hard, soft and principled negotiation.

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Q.100 Name the different negotiating styles.

There are five negotiating styles namely: competing, avoiding, accommodating, compromising, or collaborative.

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Q.101 Which type of written communications are generally used with clients?

Some examples of written communications generally used with clients are: Email Proposals Letters Internet websites Telegrams

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Q.102 What is the main aim of business writing?

Business writing primarily focuses on conveying valuable information. For business writing to be effective, information must be value-additive and complete.

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Q.103 Mention the types of written communication.

Well, there are four types of written communication namely, transactional, informational, persuasive and instructional.

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Q.104 Give some examples of professional writing.

Some basic forms of professional writing that are generally generated in the workplace are emails, reports, letters and instructions.

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Q.105 Mention the categories of business communication.

Business communication is broadly categorized as internal operational communication, external operational communication, as well as personal communication.

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Q.106 What are some important negotiating skills?

Some important negotiating skills include: Effective verbal communication Listening Problem Solving Rapport Building Reducing misunderstandings

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Q.107 Define self regulation.

Self-regulation is defined as the ability to stay calm, adapt, cope with big emotions and respond adequately to the workplace's environment.

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Q.108 What are common cultural barriers?

Some common cultural barriers are: Cultural norms and values Values and Beliefs Body language and gestures Language Stereotypes

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Q.109 Define emotional resilience.

Emotional resilience is defined as someone's ability to adapt to stressful situations and crises. Generally, resilient people are able to roll with the punches and adapt to adversity without lasting difficulties.

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Q.110 What are the domains of EQ?

Five domains of EQ are knowing one's emotions, motivating oneself, managing emotions, recognizing emotions, and handling relationships.

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