Write a detailed note on internal and external forms of communication in an organization.
Internal Communication
The formal Communication Network
•The formal flow of information follows the official chain of command.
Direction of flow within the organization
Downward Flow
•Organizational decisions are made attop level and then flowdown to the peoplewho carry them. When employees receive appropriate downward communication from the management, they become motivated and more efficient. They need clear job directions, safety rules, facts about organizational strategy, products, and viewpoints on important controversial issues. They are concerned about their benefits such as health care, promotions, pensions, training, etc.
Upward Flow
•To solve problems and make intelligent decision manager need what isgoing on in theorganization. Upward internal communication is also very important. Many executives want comments from employees in addition to the usual periodic reports. Successful managers listen closely to opinions, complaints, problems, and suggestions, especially when these are clearly put forward. They want to know about problem, emerging trends.
Horizontal Flow
•Horizontal flow takes place between peers in organizations in order to solve problems, perform jobduties, prepare for meetings, and cooperate on important projects. So you can imagine that people spend time on listening to and making requests, writing notes and memos, and discussing and writing about projects. And they do it through communication.
External Communication
• Communication that takes place outside the organization is called external communication. The right letter, proposal, report, telephone call, or personal conversation can win back an angry customer, create a desire for a firm’s product or services, encourage collections, motivate performance, and in general, create goodwill.
Informal External Communication
• Although external communication is formal, informal contacts with outsiders are important for learning customer’s needs. Plenty of high level manager recognize the value of keeping in touch with “the real world by creating opportunities to talk with and get feedback from customers and frontline companies.
Ways of External Communication
• Letters, pamphlets, annual reports, interviews with the news media, etc.
Question No.2(10)
You have studied communication process, barriers of communication in your course; analyze with examples complete process of communication.
THE PROCESS OF COMMUNICATION
• Communication is a process of sending and receiving verbal and nonverbal messages.
• Communication is considered effective when it achieves the desired reaction or response from the receiver.
• Communication is a two way process of exchanging ideas or information.
• The process of communication has six components: sender/encoder, message, medium, receiver/decoder, and feedbacks.
Sender / Encoder
• While sending a message, you are the “encoder”, the writer or speaker, depending on whether your message is written or oral.
• express your message so that the receiver(s)
• react as you desire
• You decide which symbols best convey your message and which message channel will be most effective among the oral and written media (letter, memo, telephone, etc)
(Experiences, attitudes, skills) perceptionIdea encoding Symbol decisions Sending mechanisms
Message
• The message is the main idea that you wish to communicate; it is of both verbal (written or spoken) symbols and nonverbal (unspoken) symbols. First decide exactly what your message is. Also consider the receiver of your message.
Medium/Channel
• It means the way by which a message is communicated
• You can choose electronic mail, the printed word
• The choice of medium is affected by the relationship between the sender and the receiver.
Oral Communication
• The oral communication brings back immediate feedback
• It has a conversational nature with shorter words and sentences
• It stresses on interpersonal relations
• This medium needs less technical details
• Its sentence structures are simple
Written Communication
• This medium is more formal with focus on contents
• It can convey any amount of technical information
• It is best for permanent record
• This medium uses longer words and longer sentences. It brings delayed feedback
Inside Your Organization
For internal communication, written media may be:
• memos, reports, bulletins, job descriptions,
•posters, notes, employee manuals,
• electronic bulletin boards, even internal faxes.
Oral communication may take the form of
• staff meeting reports, face to face discussions,
•presentations, audio tapes, telephone chats,
• teleconferences, or videotapes
Outside Your Organization
External written communication media may be:
• letters, reports, telegrams, cablegrams,
•mailgrams, faxes, telexes, postcards, contracts,
• ads, brochures, catalogs, news releases etc.
Orally it may be
• face to face discussions, telephone,
•or presentations in solo or panel situations.
Receiver / Decoder
•The receiver / decoder of your message is your reader or listener.
•influenced by nonverbal factors such as touch, taste, and smell
•Feedback can be oral or written, it can also be an action, such as receiving in the mail an item youordered. Sometimes silence is used as feedback, though it is not very useful. Senders need feedback in order to determine the success or failure of the communication.
BARRIERS IN EFFECTIVE COMMUNICATION /COMMUNICATION FALLOFF
People in the world are not exactly alike. Cultures or countries are not the same. These differences, however, can cause problems in conveying your meanings. Each person’s mind is different from others. As a result, message sender’s meanings and the receiver’s response are affected by many factors, such as individual:
Every industry has its own ____________ which gives rise to a different set of sub-systems as part of the information system.
command structure
departmental structure
policies
responsibilities
Which of the following is a system that enables drawings to be constructed on a computer screen and subsequently stored, manipulated and updated electronically?
CDA
MRP
CAD
CNC
Which of the following refers to the application of computer software in engineering to analyze the robustness and performance of components, assemblies, products and manufacturing tools?
CEE
CNC
CAE
MRP
Semi structured is a gray area which lies ___________ the structured and unstructured range.
between
within
across
inside
. Which of the following is a form of automation where computers communicate work instructions directly to the manufacturing machinery?
CAM
MCA
CNC
MRP
Which of the following is the mental process of knowing, including aspects such as awareness, perception, reasoning and judgment?
CCN
Product development process
Cognitive process
Planning process
CRM software requires highly integrated environment for high ___________, which is rarely available.
Sale
Productivity
Promotion
Customer satisfaction
_____________ information system combines benefits administration, payroll, recruiting and training, performance analysis and review into one package.
Manufacturing
Sales
Marketing
Human Resource
__________ communication refers to the Information flow from firm to external environment.
Horizontal
Marketing
Suppliers
Vertical
Devaluation of currency is called ________
►Interest rate
►Inflation
►Markup
__________ sources materials in which the information from secondary sources has been digested.
►Primary
►Tertiary
►Secondary
Debtor’s aging report Debtor’s aging report is an example of the following phase?
►
►Design
►Intelligence
There are TWO phases of the decision making process
►TRUE
►FALSE
Which of the following phase of decision making process involves searching for conditions in the environment that calls for decisions?
► Intelligence
► Design
► Choice
► Implementation
Which of the following model combines the elements of the waterfall model with the philosophy of prototyping?
►Prototyping
►Iterative
►Incremental
►RAID
The study of business problem domain used to recommend improvements and specify the business Requirements for the solution is called:
► System Analysis
► System Design
► Risk Management
► Risk Analysis
Data mining can allow a firm to develop:
► DSS based on the Web and Specific marketing campaigns for different customer segments
► Specific marketing campaigns for different customer segments
► DSS based on the Web.
Targeting advertising to customers to -------------- the probability, that an offer is accepted.
► Decrease
► Increase
► Stable
DSS can stimulate innovation in decision making by helping managers to existing decision making procedures.
► True
► False
The term information architecture describes a specialized ---------------- which relates to the management of information and employment of informational tools.
► Skill Set
► Data Set
► Tool Set
Infrastructure, generally, is the set of interconnected structural elements that provide the framwork for supporting the entire structure
► Infrastructure
► Decision Support System
► Management System
High level of foreign trade has resulted in imports and exports which require inter linkage for smooth coordination.
► True
► False
Which of the following sources are original materials on which other research is based?
► Primary
► Secondary
► Tertiary
► None of these
Systems have collection of predefined ----------------------related to each other in a
sequenced logical manner in order to collectively achieve the desired results.
Procedures
Sequences
Policies
After her third data processing clerk showed up at work with wrist brace, Ms. Jackson
called a specialty firm to assess the design of their work environment. This firm ecializes in _____:
Furniture layout
Video display terminals
Ergonomics
Lighting
Customer touch point is a method of interaction with a customer, such as telephone,
e-mail, a customer service or help desk, conventional mail, Web site and store.
True
False
Buying and selling of products, services and information via computer networks,
primarily the Internet is :
E-Commerce
E-Business
Web Surfing
BPR
Which of the following refers to the process of identifying attempts to penetrate a system and gain unauthorized access?
Threat Identification
Intrusion detection
Access Control
All of above
They represent Equations / Formulae representing relationship between two or
more factors related to each other in a defined manner is called------------
Graphical Model
Mathematical Model
Algebra Model
Which of the following includes assessment of controls already been implemented or planned, probability that they can be broken, assessment of potential loss despite such?
Controls existing?
Control Analysis 164
Vulnerability Assessment
Risk Management
All of above
Likelihood Determination phase determines that a potential vulnerability could be exercised by a given threat-source.
True p---164
False
Which of the following likelihood level is true for the following: "The threat source lacks motivation or capability or controls are in place to prevent or at least significantly impede the vulnerability from being exercised."
High p---164
Low
Medium
None of these
Production subsystem needs to be linked with the marketing system to --------------
right amount of product.
Produce p---64
Sale
Purchase
Which of the following focus on detecting potentially abnormal behavior in
function of operating system or request made by application software?
Active Monitors
Scanners
Anti virus
Behavior blockers p---151
The main source of bugs in computer programs is the complexity of decision making code.
True
False 148
Entity represents sources of data received by the system or destinations of the data
produced by the system.
True p---115
False
The flowchart helps in locating and correcting errors also called debugging.
True p---114
False
The purpose of data flow diagrams is to provide a --------- between users and
systems developers
Linking bridge p---115
Empty Space
Data Flows
Options a and b
Which of the following level is formulation of new sales products, and identifying new sales opportunities?
Operational
Managerial
Strategic p---52
Computer-aided manufacturing (CAM), is a form of automation where computers
communicate work instructions directly to the manufacturing machinery.
True 62
False
The comparison of the actual with the expected is done with the help of _______
Input element
Processing
Control mechanism p----29
The spiral model emphasizes the need to go back and reiterate earlier steps a
number of times as the project progresses.
True p--97
False
Providing access to the data and behavior is through an objects interface is called
__________
Polymorphism
Encapsulation
Message passing
Which of the following is a logical record of computer activities, usage, processing
pertaining to an operating or application system or user activities?
Control Log
Control trial
Audit trail p---157
Control Trial can be used together with access controls to identify and provide information about users suspected of improper modification of data.
True
False p---157
Risk Management is the process of measuring, or assessing risk and then developing strategies to manage the risk.
True p----160
False
In assessing risks for an IT system, _______________ is the first step.
To define the scope of the effort. P---161
Vulnerability Assesment
threat identification
Risk Management determines that a potential vulnerability could be exercised by a given
threat-source.
True
False p---161
Risk management is often based on the experience, insight and intuition of program
managers and key stakeholders in the program.
True
False
Active Attack is one of the types of Web Security information systems.
True p---172
False
IDS works in conjunction with routers and firewalls by monitoring network usage anomalies to protect a company s information systems resources from external as well as internal misuse.
True p---176
False
Business-to-business EC (B2B) is one of the types of E-Commerce.
True
False
Temporal CSFs in an organization, results from _________
Economic changes
Technological changes
Internal needs and changes p---133
Environmental changes
Factors of which of the following are basic elements of reducing manufacturing cost?
Brand
Cost
Production
Quality
ERP or enterprise systems control all major business processes with a single
software architecture in real time.
True
False
The bullwhip effect refers to erratic shifts in orders up and down the supply chain
because of poor demand forecasting, price fluctuation, order batching, and rationing within the chain.
True
False
The objective of the entire risk management process is that no one should hamper the
working of the smooth working of IS.
True p---167
False
If an organization can tolerate some downtime, cold sites backup might be appropriate.
True 170
False
Cryptography primarily consists of two basic processes.
True p---154
False
Logical intrusion skills needed to exploit logical exposures are more technical and
complex as compared to physical exposures.
True p---151
False
Firewall is the primary method for keeping a computer secure from intruders.
True p---153
False
Where problem is recurring and repetitive, the common factors can be identified in
order to identify a particular course of action is called -------------Structured decisions
Unstructured decisions
Structured decisions
The use of software routines to tie up the computer hosting a Web site that denies
legitimate visitor's access is called:
denial of service.
hacking.
spoofing
sniffing
Wireless computing devices are not subject to viruses.
True
False
A security program is a series of ongoing regular periodic reviews conducted to ensure that assets associated with the information systems function are safeguarded adequately.
True p--139
False
The Internet's technological success does not depend on its principal communication tools, the Transmission Control Protocol (TCP) and the Internet Protocol (IP).
True
False
Which of the following helps an organization in gaining competitive advantage in the use of processes, effectiveness and efficiency should also be kept in mind?
BPR p--129
CSF
SPR
Systems analysts work as a link between Business people, & Computer Programmers.
True 102
False
The First increment in incremental model is usually the core product which
addresses the basic requirements of the system.
True p--94
False
Which of the following is a form of automation where computers communicate work
instructions directly to the manufacturing machinery?
CAD
CAM p---62
CIM
Which of the following phase of decision making process involves searching for conditions in the environment that call for decisions?
Intelligence p----70
Design
Choice
Implementation
Computer programmers apply information technology to build information systems which solves these problems but need not fully understand the business usages they are computerizing or supporting.
True p---102
False
Rectangle shape in the flow charts represents___________
Decision p---106
Process
Terminator
__________ is a person who attempts to invade the privacy of the system.
Hacktivsts
Hackers p---152
Crackers
Characteristics of object are called ________
Methods
Attributes p--129
Status
Operations are usually called via _______
Functions
Signatures p---131
Methods
Web Site monitoring is the process used to view or record both the keystrokes entered by a computer user and the computer's response during an interactive session.
True
False p---157
Likelihood Determination phase sometimes determines that a potential vulnerability could not be exercised by a given threat-source.
True
False
Active Attack is one of the types of Web Security information systems.
True p---172
False
Business-to-business EC (B2B) is one of the types of E-Commerce.
True
False
Collaborative commerce is one of the types of B2B.
True
False
ERP Systems control all major business processes with single software architecture in real time.
True
False
Temporal CSFs in an organization, results from _________
Economic changes
Technological changes
Internal needs and changes
Environmental changes
Audit Control is a logical record of computer activities, usage, processing pertaining to an operating or application system or user activities
True
False
_________ refer to the sudden decrease in power supply.
Sags
Surges
Spikes
Black out
Worms can destroy data and programs as well as disrupt or even halt the operation of computer networks.
True
False
Which of the following scans the operating system and application soft ware for any virus based on the viruses they contain.
Anti Virus
Scanners
Active Monitors
None of above options
The main source of bugs in computer programs is the complexity of decision-making code.
True
False
Which of the following controls have gained critical importance in the modern computing age for two significant reasons.
Access
Communication
Data Base
Output
Which of the following may also detect outbound traffic to guard against spy ware, which could be sending your surfing habits to a Web site
