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Hindustan College of Science & Technology,
Farah Mathura (U.P) India
Solved Model Question Paper
Professional Communication
M.M.100
Time: 3 hours
Note: The Question paper contains Three Sections, A,B,C, with the weightage of 20,30 &50 marks
respectively. Follow the instruction as given againts each section .
Section A
This section contains 20 questions of multiple choice. Attempt all questions. Marks are given against
each question
1x20=20
Q.1How many minimum persons are required for all communication?
a .4
b. 6
c .2
d .8
Q.2.How many flows of communication are ?
a .6
b .9
c .12
Q.3.What is a paragraph ?
.A.group of words
b. A group of sentences
d .3
c. A group of letters
Q.4 Coherence means ------a .discussion
b. consistency
c. solution
d. Condensation
Q.5 Report is a word of ------------------origin.
a. English
b.French
c. Latin
d.Greek
Q.6 how many kinds’ proposals are--------------------------------------a. 4
b. 5
c. 6
d.3
Q.7 How many types of presentation is ?
a .4,
b .6
c .8
d .2
Q.8 The management of time is a part of ---------------a. Time Dimension b. Dimension of thought
c. Presentation
d. Dimension of schedule.
Q.9. Who says philosophy is the mother of all sciences
a. M. E Prior
b. Huxley c
A.J.Bahm
d. B.Russell
Q.10. In which chapter Statement is about the identity of man “Is man a machine or self”?
a. Man and Nature
b. The effect of the Scientific Temper of man
c .The mother of sciences
d .Science & survival
Q.11. Information flow from the lowest to the highest is ………….
a. downward communication
b.upward communication c.lateral communication
Q.12.Technical communication is for ……………….audience
a.specific
b.general
c.literate
Q.13. A……………….is a sentence that expresses the main idea of the paragraph
a. Passive
b.main point
c. topic sentence
Q.14The art of condensation is ………………writing in other words.
a. précis
b.abstract
c.sentence
Q.15. proxemics means …………………
a. intimacy between two persons b. space between two persons c. love between two persons
Q.16 Kinesics means ……………………….
a. body functions b. body language c. body inactivness
Q.17 Chronemics means
a. Time wasting
b.Time killing
c. Time management
Q.18 Bronowski has written the essay……………………………….
A. man and nature
b.Science and survival
c. the mother of sciences
Q.19. The aims of science and humanities are different in ………………
a. style
b. beauty
c. imotion
Q.20. who has written the essay ‘science and survival’
a. Barry Commoner b. M.E.Prior c. Russell
Section. B
Attempt any three questions. All questions carry equal marks.
Q.1
What is Technical Communication?
Technical Communication
The technical communication differs from other forms of communication in several ways,
including audience, purpose and style. There are many concepts that make technical
communication distinctive and effective for writers, readers, speakers and listeners in the
workplace. Most of the concepts apply primary to written communication, but you can then
equally to spoken communication.
“Technical communication is the practical communication that people do as part of their jobs
writes pauley and Riordan. Technical communication is the process of transmitting facts and
information to a defined audience for a specific purpose. More simply, technical writers present
information in science, electronics or other technical areas on a professional level backed up by
data and facts, so that the information is complete & accurate.
Most companies expert employees to communicate regulary on business level through email,letters and meinos. Some poritions, usually higher level require reports, proposals, ,
instructions and presentations. Employees who can produce focused clear documents often have
a competitive edge over others who are less skilled with written communication.
Technical means practical use of machinery
Technical writing is the practical writing that people do as part of their jobs – reports proposals,
technical articles, instructions manuals, brochures letters, menus, e-mail messages etc.Use of
familiar words, Use of clear sentences. Sentences of proper length, Sentences in active voice,
avoid idiomatic, accurate experiences, Logical divisions of paragraphs. Impersonal...
Q.2 Q. Write a job application with resume to the general manager Refinery Mathura for the post of an
engineer advertised in daily newspaper ‘The Hindu’ dated 15th oct 2008.
Date. 18 oct, 2008
The
General Manager
Refinery Mathura
(U.P) India
Subject – An application for the post of an engineer
Sir,
With reference to your advertisement in the daily newspaper ‘The Hindu’ for the post of an engineer in
the deptt. Of mechanical at Refinary Mathura dated 15 oct, 2008. I offer myself as a candidate for the
same post. If I am selected, I will leave no stone unturned under your service. I have enclosed my
resume with the application for your kind consideration.
Thanks
Yours faithfully
A.K.singh
Resume
Name –A.K.Singh
1937,Dampier Nagar Mathura(U.P)India
Cell No. 01122334455
Skills –B.tech gold medalist, M.tech silver Medalist
Careerobject
Position
Education
S.no
1
2
3
4
Class
10th
12th
B.tech
M.tech
Board/uni.
CBSEDelhi
CBSEDelhi
IIT Delhi
IITKanpur
Year
1996
1998
2002
2004
Subject
Obtainmarks %
450/500
90%
430/500
86 %
Mechanical
86%
Mechanical
90%
Experience – I have worked as a mechanical engineer for four years with Escorts Yamaha Greator
Noida (UP)India.
References --- (1) Professor – Dayal Krishna (advocate)
Ex. Minister , Dampier
Nagar Mathura (U.P )India
Cell no. 09423145561
(11) Doctar – Satya mitra , Dist. Hospital
Agra (U.P) India.
Q.3 What do you mean by Kinesics or body language? Explain
Command of linguistic resource is essential to good presentation, but the non-verbal part of
communication is equally important, if not more. Much is conveyed through our body language, the
most important elements of kinesics are discussed below:
Physical Appearance
Even before he starts speaking,a speaker makes an impression with his personal appearance. He has
to be appropriately dressed for the occasion and make a friendly, cheerful presence before the
audience. His way of walking to the dais, or the board and his attitude as a person begins the
presentation in a non-verbal, physical sense.
Posture
The way one stands before the audience again counts in a presentation. One’s posture reveals one’s
confidence or nervousness, spirit or lack of it.
too much fidgeting with our documents, standing rigidly immobilized and nailed to a spot, shifting
weight from one foot to another too constantly –these are outward , undesirable postures. Stand erect
at ease with confidence with crossed arms may betray your unwillingness to accept interaction with
the audience. A right posture can encourage the audience to participate. The body language of the
speaker has a way of conveying the message to audience that you would welcome questions rather
than ward them off.
Gesture
Gestures are other non-verbal elements of communication. We try to convince our audience with a
suggestive rising of hands; underline our denial with a shaking of head; express bewilderment with a
movement of shoulders; and solicit urgent attention with a raised finger. These are natural
accompaniments to speech. Right gestures in the right place make our presentation livelier. We have
also got to guard against the habitual, awkward gestures; like scratching of head, or playing with a
pen or any other object.
Facial expression: A smiling face is the best introducer. While an expressionless face put off a
listener, a tense or sad expression takes all the positive interest out of the communication.
Expressions come naturally as we speak and proceed with the presentation. Appropriate facial
expressions add to effect produced by the words spoken by the speaker.
Eye Contact
The most important part of non-verbal communication and body languages is eye contact.
Eyes reflect the mind of a person and reveal more than the words. How one gazes and how one’s
eyes move-these are meaningful gestures.
Q.4 What are the important methods of attaining coherence and unity in technical writing ? or what are
the techniques used by the technical writers to make a paragraph coherent ?
Coherence:
Coherence means consistency and unity means oneness .The most important methods of introducing
coherence are repetition of certain words.Since coherence demands that all the sentences should stay
together, such cohesive devices can also be used as liking the sentences in a logical order and ensuring
smooth transition from one idea to another. In order to save repetition from growing oppressive, we can
use synonyms of the key-words. In order to provide links and avoid jerks, we can use such words as
however still moreover for example.
A paragraph dispensing with such links should appear rather must also be moved away from the mirror.
At a distance of 12 cm from the mirror the candle forms a virtual image . The screen is no longer
necessary. Now the image cannot be received on the screen.
We can make the above passage more coherent by using some links and smoothing the transition from
one sentence to the next one:
As we move the candle closer to the mirror the screen too has to be moved away from the mirror
.However when the distance between the candle and the mirror is reduced to 12 cm, a virtual image is
formed. Therefore the screen is no longer necessary: for the image cannot received on the screen now.
Unity: Popular devices of unity are chronological method spatial method, inductive method linear
method deductive method and interrupted method.
All our knowledge of sentences construction will be futile unless we know how to arrange sentences to
form a well-designed paragraph. A paragraph is the most important of a report or article: and the first
essential of design in a paragraph is its unity. One paragraph should explain one topic. A new topic
should be introduced in a new paragraph.
Another important quality of a well-designed paragraph is its appropriate size. A paragraph must neither
be very short nor very long, unless the occasion makes it necessary to do so.
Besides these suggestions an appropriate arrangement of matter, in accordance with the nature of that
matter resulting in the right design the methods described in the following paragraphs help in
introducing unity in writing.
Q.5 Summarize the essay “The mother of sciences” by A.J.Bahm
The Mother of Sciences
Philosophy is the mother of sciences. It functions as a comprehensive science in three ways. First it
criticizes the sciences, secondly synthesizing the sciences and finally is the mother of sciences.
Philosophy aims at comparing assumprions and conclusions. Scientists look upon the single aspect of a
complex reality like the blind men of Burma who visited an elephant. The philosopher’s synthesis is
required to understand the whole. As the mother of sciences philosophy has had a long and interesting
history. Initially no distinction was made between philosophy and sciences. Just as a mother’s task
becomes more and science. Just as a number of children goes on increasing in her family the task of
philosophy to maintain a harmony among the emerging branches of new sciences becomes more
challenging. Philosophy has to arrange all of them in their proper place in a larger scheme.
Section c
Attempt any two parts of each question. All questions are compulsory. All question carry equal marks.
Q.1 (a) Discuss the flow of communication _downward, upward and horizontal
F low of Communication:
It is necessary for the managers to make sure that all communication messages flow efficiently
across and outside their organizations. Effective organizations communication is efficient flow of
communication messages. If we consider the logistics of harsmitting all the messages
communicated, both within the organizations and to from the outside world, use will find the
information does not flow efficiently because of several reasons –information overloaded, lack of
efficiency in preparing messages & lack of adequate training.
Upward Communication.
If refers to communication flowing from subordinates to surprise or from lowers levels to higher
levels within an organizations, such as messages having information, requests, reports proposals and
feedback etc. When a marketing manager submits the results of a recently conducted survey to the
vice-president, marketing ,the is using the upward channel to communicate likewise , personal
officer of a company conveying the information regarding the continued absence of certain
employees to his manager communicates vertically upward.
Upward communication occurs far less frequently than downward communication, when people
communicate upward, their conventions tend to be far shorter than they have with others at their own
level. This is mainly because of the difference in their status . The information transmitted in the
upward flow of communication is generally inaccurate because usually employees are interested in
presenting their best when communication with their bores. Hence they highlight their merits and
conceal their demerits organizations need to be concert about this phenomenon so that superiors may
have good decisions only when they have complete information.
Downward Communication.
If refers to the flow of information/communication from the superiors to subordinates .Information,
instructions, directions orders and messages etc. Flow in this direction, you may also find feedback
on port performance flowing in downward direction. When a company introduces a new policy, it
sends the information using the downward channel. After surveying, market sales manager may tell
the members of his sales force what products they should be promoting ensure that every employee
receives a copy of the strategic plan which includes the organizations mission vision wolves
statement strategic goals and strategies about now there goals will be reached.
Horizontal communication.
It refers to communication among the various divisions of an organization in order to share and coordinate the multifarious activities, In this communication, messages flow not only up and down the
organizational chart but also side ways .when communication. Takes place among the members of
the same work group, among members at the same level, or among equivalent personnel, we
describe it as lateral or horizontal communication, messages of their type are characterized by efforts
at coordination or attempts to work together.
While vertical communication flows among the parties at different organizational levels
horizontal communication involves people at the same level, Therefore, it tends to be easier and
friendlier messages flowing through horizontal channels of organizational communication save time
and facilitate co-operation.
Or
(b) What are the barriers to communication?
Barriers to Communication
Communication is a complex interaction process, involving shared assumptions and unspoken
agreements between individuals. There are frequent errors and misunderstanding in communication.
Several types of barriers present us from transmitting our ideas meaningfully. It is hard to identify
those barriers. The reason is obvious: It is difficult to realize fully whether the message we get is
complete and incomplete. The feedback gives only a partial clue for determining whether the
communication has succeeded or failed. Despite certain problems, one must identify the barriers
that hinder the process of effective communication in order to be able to keep in check their negative
effect. Studies have revealed certain common barriers and suggested ways to remove them .
Although all communication is subject to misunderstanding, business, communication is
particularly difficult as the material is often comlex . Moreover, both the sender and receiver may
face distractions that divert their attention. The opportunities for feedback are often limited making
to difficult to correct misunderstandings.
Communication barriers are not limited to an individual or two people only, they exist in the
entire organization. Barriers to communication take place when the message received is not same as
the message sent.
The barriers of the first group are of a psychological nature. People tend to assume that others have
more in common with them than what they actually have. The difference in background are over
looked and the fact that an event can be perceived differently by different persons is ignored. There
are persons who neither learn from new information nor accept any view contradictory to their own.
(c) Write the salient features of technical written communication. Comment on its importance
for the professionals
The distinguishing features of written communication are precision, brevity directness and plainness.
Precision means accuracy. In technical communication we avoid the use of indefinite or approximate
terms we try to be definite and precise. For example instead of saying china is considerably ahead of
India in information technology we should say china is ten years ahead of India in information
technology.
Brevity means avoidance of unnecessary details. Written technical communication has no scope for
over-elaboration of a point, for example, we shall add nothing to the informative value of the
statement in the last example if we write china that formidable neighbor of India our traditional rival
on the Asian scene is not only larger than India in terms of area and population but her senior by a
decade in IT’ Directness means to come to the point at once, and be factual straight and logically
ordered , written technical communication has no patience for beating about the bush however
charming it may be. For example the idea expressed in the above examples would not be more vivid
if given the following form:
Q.2 (a) what are inductive and deductive methods?
In Inductive method an author moves from particular statement to the general statement. The author
gives details, arguments or illustrations, which lead finally to the conclusion. the paragraph ,that
begins with certain information ,concludes with a topic sentence, often known as conclusion,
The most popular method used by the writers is the deductive method. It is the reversal of the logical
arrangement of the inductive method. In the deductive method we have a conclusion reached by
reasoning from general laws to a particular case. The topic sentence is usually the first sentence in
the paragraph stating some general statements. The author finally tries to deduce his conclusion
logically. This gives the paragraph a direct, straightforward style which most report readers prefer.
(b) Write a précis or condensation of the passage with suitable title.
The unequal distribution of wealth in society is unjust and unnatural. Everyone should have an equal
share in all the products of social labour. Every thing belongs to all. The sum total of wealth should
be distributed in the sprit of love and social service as the income of a family is spent among its
members at present. The father of a family does not starve some of his children, while others are
pampered. The very poor who lack even the necessaries of life are, therefore unjustly deprived of
their share. They are robbed of what is their due; some rich people are having too much, while the
poor are given too little. Therefore, if you belong to the upper middle class or to wealthier group of
capitalists and landlords, you are called upon in the name of justice to make due restitution to those
whom you have defrauded and swindled. You posses more than enough. You command the
necessaries comforts and luxuries of civilized life, while others cannot obtain even the necessaries. A
part of what you call your money really belongs to them.
Précis----------- The distribution of wealth in society is unequal \. Some people have too much
while some others have too little. This state of affairs is unjust and unnatural. The total wealth of a
country belongs to all its citizens in the same way as the wealth of a family belongs to all its
members. The necessaries and luxuries of life should be justly and equally shared by all. Justice
should be done to all those who have been deprived of it for centuries.
Title-----------------------Distribution of Wealth
(c) Explain the words synonyms, antonyms, Homophones?
Synonyms are words similar in meaning, Antonyms are the words opposite in meaning, and
Homophones are the words similar in sounds or pronunciation but different in meaning and spelling
Q.3 (a) what is the technical proposal? Explain its nature and structure
A technical proposal is a form of technical writing, in which factual formal, persuasive description
of a course of action and presentation of a set of recommendations or suggestions are given to solve
a problem or a situation. Engineers scientists, managers, business executives write proposals to
intimate to their seniors of the future plan.
It is formal and informal in structure, internal and external in nature solicited and unsolicited in
source of origin.
Structure of proposal
EXECUTIVE SUMMARY
1. Project Title
2. Proposer’s (Name and Designation)
3. Proposer’s Address
4. Venue of work
5. (a) Time needed to begin after the approval of the proposal
(b) Duration
6. Estimated cost
7. Summary of the proposal
(200-250 words)
TABLE OF CONTENTS
1. INTRODUCTION
The present state of things
The problem defined
Scope
2. WORK PROPOSED
The description of the project
Importance of the proposed work
Method to be used
Implementation plan
3. MANAGEMENT
schedule of work
facilities of available
facilities required
ESTIMATE COST
(b) what is report ? explain its details .
A report is a systematic presentation of data analyzed for purpose. It is a communication from
someone who has some information to someone who wants to use this information for any occasion.
It is mainly of three types:
(a) Informational report (b) interpretative report (c) routine report (d) Informational report is further
into two types
Confidential report: It is a report written by an employee in response of a letter of some senior
authority describing the work and conduct of the juniors work under him.
News paper report: It is a report on the different aspect of daily life and happenings published in
the news paper to inform public.
Interpretative report is further divided in to two part.
Special report: This report is demanded by the authorities to get some interpretative information or
special information in the previous one.
Reports on seminars and debates: these reports are written by the organizers of the seminars of the
debates and conferences to publish or submitted to ugc.
periodic or annual report: a periodic report is submitted to any organization to give report on any
matter after a specific period and this period can weakly , quetrly, hafly, annually .
(c) Write a letter for placing an order?
G.K. Computers Pvt. Ltd.
New Delhi,India
29th dec,2008
The Sales Manger
Bharat Electronics pvt. Ltd.
107,bow street Kanpur-16
Dear sir,
We have come to know that you supply the HCL PCs.
We sale the configuration sets for which we require 50 HCL PCs at the rates given in your catalogue
excluding the packing charges.
We place an order for 50 HCL PCs. We hope that the consignment would reach us within 15 days
of the placing of this order with you.
Our cheque to cover your bill will be sent as soon as the goods reach us and are found satisfactory.
Please send the consignment on time and also take special care in packaging the goods so that they
may reach us in good condition.
Yours Faithfully
Sudhir Pratap Singh
Sales Manager
Q 4.(a) What is chronemics or time dimensiol ?.
Chronemics or time –dimension means time management. We must reach for the presentation at
right time. It is discourteous to keep audience waiting. It may affect their mood adversely. Then we
have to respect the limit of time allowed for the presentation . we should manage to complete it
within time. The speaker should not encroach upon the time for questions too. Outlines and
rehearsals can help us in this management of time.
or
(b) What is proxemics or space?
Proxemics means the space between two persons engaged in the act of communication. What would
be an ideal distance between these two? No definite measurements can be precscribed in this respect.
Much will depend upon the place where the communication is taking place. It also makes a
difference whether the communication is between an orator and an audience consisting of twenty or
fifty or more persons- as on the occasion of a seminar etc. or it is between two persons –known as
dyadic communication. Perhaps the best fule to be followed will be to ensure that none of the parties
feels uncomfortable :nobody is made to feel that he or she is being imposed upon by the listner. One
sometimes comes across a speaker who goes on forcing one move backwards while listening to him,
in order to avoid bad breath or his stepping upon one’s toes. These last ones are certainly the
opposite of the skill of communication.
or
(c) What are audio visual aids.
Visual aids include handouts,charts,tables,slides,transparencies,figures,pictures,graph etc. the
speaker has to choose the most appropriate ones in accordance with the nature of his presentation,
and the facilities available. Too many visuals crowed visuals, vague confusing visuals will spoil the
presentation. Let the visuals be neaty designed vivid and accurate clearly perceptible easy to grasp
and balanced in number. Instead of putting two many details in one slide let there be only the most
important key words;the speaker will fill in the details orally. Large fonts, which can be seen by all
parts of the audience must be used According to the mental status of the audience the speaker should
make his visual colorful or factual technical or simple verbal or figurative and so on.
Q.5 (a) What are the aims of sciences and Humanities according to Moody.E.Prior
The difference between the aims and methods of science and humanities should not be ignored. The
humanities record and invite emotional responses. These attempt to understand and evaluate human
goals. But scientific theories and formulae have nothing to do with the human guest for happiness in life.
It only leads to more research. So scientific activity is independent of its moral and social impact. A
thing which differentiates science from the humanities is that a science product can be defined without
any reference to aesthetic response. Whereas the products of humanities such as a work of music or a
poem cannot be defined without any reference to aesthetic responses. In science we interest data to
generalize; and these generalizations hold universally until challenged by some new events and
discoveries. But inhumanities, subjective interpretation of a singular experience bears the individuals
stamp of uniqueness we accept the diversity of human experience. The products of sciences are
impersonal while those of humanities are inseparable from the identity of the artist.
or
(b) What is the effect of the scientific temper on man according to Bertrand Russell?
Before the 17th century man believed that there existed a direct link between hopes and fears of man and
the laws that govern the natural phenomena. It was not a scientific conclusion ; it was only an aesthetic
and morally satisfying approach to something not concerned with such human needs and values. The
belief was that pestilence and earthquakes were sent to punish sin as rains to reward virtue. The
scientific temper rejected this point of view. Kepler discovered that planets in elippses not on circles
which was a fatal below to out interpretation of nature in terms of human emotions. The scientific
attitude is that nature functions in its own way totally unconscious of hopes and fears. The western
scientific technique has influenced mankind. Though Englishmen hated the industrial revolution, it has
spread to Russia and Asia and transformed the world.
The east is interested only in the scientific gift of west. It may be a boon or a disaster, but scientific
technique is in the root of all the changes taking place in the world.
(c) What is the language of science and literature .according to Aldous Huxley
Language as a medium of expression is inadequate. Whether in literature or in science. The purity of
scientist is different from the purity of literary language.
The scientists purify language to make it clear and precise. He simplifies and uses jargons to achieve his
purpose. In purest form scientific language becomes like mathematical symbols. A literary artist creates
such a language which is capable of conveying the multiple meanings.
The scientist interprets a natural object like rose,lilly or daffodil in language of bio-chemistry and
genetics. But a flower becomes a symbol of bliss to the literary artist. He enjoys the beauty of the natural
objects. Both are the different kinds of languages to describe the same object.