MMPC-007 Solved Assignment

Selected session: Jan 2025

Q1. How are intrapersonal barriers different from interpersonal barriers? Give examples.

Core idea

Communication barriers can originate within an individual (intrapersonal) or between two people (interpersonal). Intrapersonal barriers are linked to a person’s attitudes, habits, assumptions, and ways of interpreting information. Interpersonal barriers occur when the coding/decoding between two people breaks down due to limited skills, mismatched cues, emotions, culture, or even noise in the channel.

Intrapersonal barriers (inside the person)

These barriers arise because each person’s thinking is shaped by different experiences, education, culture, and personality. As a result, the same message can be interpreted in different ways. Common intrapersonal causes include wrong assumptions, varied perceptions, differing background, wrong inferences (fact–inference confusion), blocked categories (accepting only what matches existing beliefs), and categorical thinking (a “know-it-all” attitude, using absolute words like always or never).

• Example (wrong assumption): A manager uses technical abbreviations in an email assuming everyone understands them. A new team member misreads the message and delays the task.
• Example (wrong inference): After returning from leave, an employee sees two colleagues absent and assumes they were transferred, even though the reality may be medical leave. This creates rumours and confusion.
• Example (categorical thinking): Someone insists “senior staff are always slow” and dismisses their suggestions, causing distortion in collaboration.

Interpersonal barriers (between people)

These barriers occur due to limited communication abilities of the sender/receiver, mismatch between verbal and non-verbal messages, emotional outbursts, selective listening, cultural variations, poor listening, and noise in the channel.

• Example (limited vocabulary): During a client call, a presenter struggles to find the right words, appears unsure, and the client loses confidence.
• Example (verbal–nonverbal mismatch): A supervisor says “Good job” but their tone and facial expression signal irritation; the employee receives mixed meaning and feels demotivated.
• Example (emotional outburst): In a meeting, anger escalates and rational discussion becomes difficult, so the real issue never gets resolved.
• Example (noise in the channel): In an open office, constant background conversations distort phone instructions, leading to errors in order processing.

Practical takeaway

Intrapersonal barriers are reduced by self-awareness, checking assumptions, using evidence-based language (for example, “it appears…”), and clarifying facts. Interpersonal barriers are reduced through clear wording, consistent verbal and non-verbal cues, emotional control, respectful listening, and selecting an appropriate channel that minimizes noise.

Q2. What two key skills are needed for effective reading? Explain with examples.

Two prominent reading skills

The course highlights two major skill areas for effective reading: reading speed and reading comprehension.

1) Reading speed

Reading speed is about matching your pace to your purpose. In professional and academic life, you may need to switch between quick overview reading and deeper, careful reading.

• Skimming: Quick reading to capture the overall idea (useful for previewing a chapter or a long report).
• Scanning: Searching for specific information (useful when locating a date, figure, policy point, or keyword).
• Workplace example: Before a meeting, a student-intern may skim a policy document to grasp sections and headings, then scan to find the exact rule related to “leave policy” when asked a question.

2) Reading comprehension

Reading comprehension is the ability to correctly construct meaning from text, connect ideas, and retain what matters. Comprehension depends on vocabulary, understanding context, and actively processing ideas rather than only “moving the eyes faster.”

• Active meaning-making: Pause to restate key points in your own words, identify the main claim, and note supporting details.
• Vocabulary support: If unfamiliar terms appear, use context clues or a quick reference so you do not misread the author’s intent.
• Workplace example: While reading a client complaint email, comprehension means identifying (a) the real issue, (b) the customer’s expectation, and (c) the required action, so the reply addresses the correct problem instead of offering a generic response.

Why both skills matter together

If speed is high but comprehension is low, the reader misses meaning and makes mistakes. If comprehension is high but speed is too slow, the reader struggles with volume (emails, notices, reports). Effective readers shift reading speed based on goals while maintaining comprehension.

Q3. Explain the functional theory of communication and how it supports effective decision-making.

Meaning of the functional theory

The functional theory (also called the functional theory of group communication) explains how communication affects the quality of group decisions and how group interaction should be structured to reach better decisions. It is presented as a framework for understanding decision-making in meetings and small-group communication.

Key foundations highlighted in the course

• Reflective problem-solving: Dewey’s approach emphasizes defining the problem clearly, generating options, reasoning through consequences, and then accepting/rejecting solutions based on observation.
• Task and socio-emotional balance: Bales’ work shows groups must handle both task concerns (decision work) and relationship concerns (socio-emotional climate). A balance supports better decisions.
• Vigilant decision-making: Janis’ ideas emphasize avoiding “pressure to agree” by carefully analyzing alternatives, risks/benefits, gathering relevant information, and reassessing options.

How it improves decision-making in practice

According to the functional approach, a meeting becomes more effective when members complete key communication functions such as: clarifying what type of solution is needed, defining criteria for a good solution, generating multiple alternatives, critically evaluating those alternatives, and selecting the best option against the criteria.

Realistic decision-making example (team meeting)

Assume a department is choosing between three software vendors. A functional approach would look like this:

• Clarify the problem: “We need a system that reduces manual reporting and supports remote access.”
• Set criteria: Cost ceiling, data security needs, training time, customer support standards.
• Generate alternatives: List at least three vendors instead of stopping at the first familiar name.
• Evaluate systematically: Compare each vendor against the criteria using evidence (demo results, references, trial data).
• Manage the group climate: Keep discussion respectful, ensure quieter members contribute, and prevent personal ego from dominating (supports task + relationship balance).

Why it works

The theory also explains that communication can play a positive role (helps complete decision functions), a disruptive role (creates roadblocks), or a counteractive role (neutralizes disruption). This helps a group diagnose what is going wrong in a meeting and correct it.

Q4. What are the steps in the writing process? Explain any two steps with suitable examples.

Steps in the writing process (process approach)

The course explains writing as a process approach: writers plan, draft, revise, rewrite, and polish. It then lists key steps that guide how a text is created.

• Step 1: Understand the reader (identify who will read and build a reader profile).
• Step 2: Identify the purpose (clarify intent so content stays relevant and focused).
• Step 3: Start writing (use free writing to generate clarity and momentum).
• Step 4: Develop ideas (gather and expand points so the message has substance).
• Step 5: Make a plan (outline, use mind maps, and ask guiding questions to shape content).
• Step 7: Structure the text (organize introduction, body, and conclusion logically).
• Step 8: Draft the text (put the message on paper/screen in full sentences and paragraphs).
• Step 9: Rework the draft (revise for clarity, coherence, and completeness).
• Step 10: Get feedback (use another reader’s input to spot gaps and improve effectiveness).
• Step 11: Edit and proofread (polish grammar, punctuation, and final correctness).

Two steps explained with examples

(A) Step 1: Understanding the reader

This step ensures your tone, length, structure, and detail level fit the audience. For example, a short email to a supervisor typically needs a direct subject line, a clear request, and a professional tone. In contrast, a proposal for external stakeholders (such as investors or partner organisations) requires stronger background context, benefits, and supporting evidence. The course emphasizes creating a reader profile by asking who the reader is, what they already know, why they should care, and what style/genre works best.

(B) Step 10: Getting feedback

Feedback helps because writers often become “too close” to their own text and may not notice missing explanations or unclear logic. A realistic example is preparing a report for a project review: before submitting, you share it with a colleague who was not part of the drafting. If they cannot follow the argument or misunderstand a key point, that feedback signals where you must revise (for example, add definitions, reorder sections, or strengthen evidence). The course also emphasizes the value of another reader spotting errors more easily because they are unfamiliar with the text.

Q5. What role does communication play in social media management? Explain with examples.

What social media management includes

Social media management is described as a systematic process that involves analyzing audiences, building an appropriate strategy, designing social media pages and content, monitoring online conversations and their impact, offering community service, and measuring and reporting performance. Because brands use platforms for launches, connecting with target audiences, building awareness, and product positioning, communication becomes the central mechanism that makes these activities work.

Role of communication in social media management

1) Creating and maintaining brand presence

Communication shapes how a business “appears” online. Profile design choices (recognizable profile picture, cover photo, a clear “About” section, and a call-to-action button) communicate credibility and purpose. Even posting timing and frequency communicate reliability and consistency to followers.

Example: A coaching institute uses a CTA button (“Book a free counselling call”) and posts consistently on set days. Over time, followers recognize the brand’s routine and trust increases.

2) Two-way engagement and community service

A major communication function on social platforms is responding to conversations (questions, complaints, reviews) and providing community support. This keeps connectivity with customers and helps build customized relationships.

Example: A customer comments that a delivery is late. A strong social media response acknowledges the issue, requests order details via direct message, and provides an update. This is communication as service recovery, not just promotion.

3) Listening, monitoring, and reputation management

Monitoring online conversation and its impact is essential because social media reactions can be loud and urgent, and information may be unfiltered. Timely, clear communication prevents misinformation from shaping public perception.

Example: If a rumour spreads about a product defect, the brand can post a factual clarification, share a support channel, and update frequently until the issue is resolved.

4) Reporting and internal coordination

Social media communication is not only external. It also supports internal coordination: teams collaborate on content calendars, responses, and performance reporting to stakeholders. The course explicitly notes reporting and team collaboration as advantages within social media management.

5) Adapting message style to the platform

Social media language often becomes more informal, abbreviated, and emotionally charged, which can make information viral. Effective management requires controlling tone so communication remains brand-appropriate while still fitting platform norms.

Example: A brand may use short, friendly captions on Instagram, but still avoids unclear jokes during sensitive situations, ensuring professionalism and trust are maintained.