Model Answer: Extemporaneous speech is a mode of delivery where the speaker prepares and rehearses thoroughly but delivers the speech using a brief set of notes or an outline, rather than a full manuscript or memorized text. The speaker is literally making up the exact wording of the speech as they go, choosing words spontaneously at the moment of delivery.
Key characteristics include:

• Preparation and Rehearsal: It involves careful planning, outlining, and rehearsal.
• Use of Notes: The speaker relies on notes (often on cards) containing key words, phrases, or an outline to recall the progression of ideas.
• Spontaneity: The exact wording is not predetermined, allowing for a natural, conversational, and dynamic delivery that can sound fresh and engaging.
• Flexibility: It allows the speaker to adapt to audience feedback and the speaking situation more easily than manuscript or memorized speeches.

Model Answer: A manuscript speech is a mode of delivery where the speaker reads a pre-written speech word-for-word from a script or a teleprompter. It is the most formal type of delivery and is chosen when precise wording, accuracy, and control over the content are paramount.
Key characteristics and considerations include:

• Full Script: The entire speech is written out beforehand.
• Control over Wording: It ensures that the speech is delivered exactly as intended, which is crucial for sensitive topics, official pronouncements, or when specific stylistic elements are important.
• Formality: It is generally used in formal speaking situations.
• Limitations: Reading from a manuscript can limit natural style, eye contact with the audience, the ability to observe and respond to audience feedback, and the flexibility to adjust the message during delivery.
• Preparation: Requires careful drafting, revising the written text into a speak-able form, typing it clearly (e.g., large font, double-spaced), and practicing the delivery to make it sound as natural and engaging as possible, despite reading. Marking the manuscript for pauses and emphasis can also be helpful.

Model Answer: An impromptu speech is a speech delivered with little or no prior preparation or rehearsal. It is essentially an "unexpected speech" or "off-the-cuff" remarks, often given when a person is asked to speak spontaneously.
Key characteristics and considerations include:

• Lack of Preparation Time: The speaker has minimal or no time to analyze the audience, organize their thoughts in detail, or prepare notes.
• Spontaneity: The content and structure are formulated on the spot.
• Common Situations: Often occurs in meetings, social gatherings, or when called upon unexpectedly.
• Requires Quick Thinking: The speaker must be able to think quickly and structure their thoughts coherently under pressure.

• Anticipating the possibility of being asked to speak.
• Quickly focusing on a specific topic, objective, and a few key points.
• Taking a moment to gather thoughts before speaking.
• Speaking briefly and concluding firmly.
• Watching for audience feedback to know when to clarify.

Model Answer: Partial listening occurs when a listener does not acknowledge and evaluate all the communicative stimuli transmitted by the speaker. Instead, they respond to some parts of the message while ignoring others. This selective attention can lead to the listener missing important facts and points that are crucial for achieving clarity and complete understanding of the speaker's intended message. It hinders the listener's ability to complete the process where all communicative stimuli are properly acknowledged and evaluated.

Model Answer: A speaker should avoid several behaviors and actions to ensure an effective presentation. These include:

• Excessive Reading from a Manuscript: This limits natural delivery, eye contact, and the ability to adapt to audience feedback.
• Over-reliance on Memorization (if untrained): This can result in a "canned" or unnatural delivery, focus on recall rather than connection, and the risk of forgetting material.
• Facing the Visuals/Screen: The speaker should primarily face the audience, not the projected visuals, to maintain engagement.
• Lack of Eye Contact: Avoiding eye contact or looking at the ceiling, floor, or corners of the room can reduce credibility and connection. Conversely, locking eyes too intensely with one individual can make them uncomfortable.
• Distracting or Inconsistent Gestures: Nervous habits like jingling coins, or gestures that don't align with the message, should be avoided.
• Immobility or Rigidity: Standing transfixed in one spot can make the presentation static; appropriate movement adds energy.
• Poor Posture: Slouching can suggest disinterest or low confidence; an upright, attentive posture is preferred.
• Repetitive Pacing or Swaying: These movements can be highly distracting to the audience.
• Hiding Behind a Podium: A podium can create a barrier; if used, it should ideally allow for visibility and movement.
• Inappropriate or Distracting Attire/Grooming: Clothing and accessories should be professional and understated, not drawing attention away from the message (e.g., avoid loud colors, busy patterns, flashy jewelry).
• Fiddling: Playing with clothing, jewelry, hair, or equipment is a distracting habit.
• Chewing Gum or Smoking: These are unprofessional during business presentations.
• Excessive Use of Fillers: Words like "uh," "um," and "you know" disrupt fluency and can signal uncertainty.
• Monotone Voice: Lack of variation in pitch, volume, and rate makes a presentation dull and unengaging.
• Consistently Speaking Too Quickly or Too Slowly: This can convey negative impressions like nervousness or disinterest.
• Mumbling or Poor Articulation: Clear enunciation is essential for the audience to understand the message.
• Premature Distribution of Handouts (if not for immediate follow-along): This can distract the audience from the spoken presentation.
• Apologizing for Nervousness or Minor Issues: This often calls unnecessary attention to something the audience might not have noticed.
• Overloading Visuals: Visual aids should be clear, simple, and support the message, not overwhelm it with too much information.

Model Answer:
Internal Communication:
Internal communication refers to the exchange of information and messages that occurs within an organization among its members. It is crucial for the smooth functioning, coordination, and achievement of organizational goals. The primary directions of internal communication are:

• Downward Communication: Information flows from higher levels of the organizational hierarchy to lower levels (e.g., from managers to their subordinates). Its purpose is to provide instructions, explain policies and procedures, give feedback on performance, share organizational goals, and inform employees about important matters like safety and benefits. Examples include memos, policy statements, company newsletters, meetings, and performance reviews.
• Upward Communication: Information flows from lower levels of the organization to higher levels (e.g., from employees to their managers). This allows subordinates to provide feedback, report on progress and problems, offer suggestions, and voice grievances. Examples include progress reports, suggestion boxes, employee surveys, and formal grievance procedures.
• Horizontal (Lateral) Communication: Information flows between individuals or departments at the same organizational level, or between individuals at different levels who do not have a direct reporting relationship. Its purpose is to coordinate activities, share information, solve problems, and improve understanding across different parts of the organization. Examples include team meetings, inter-departmental memos, and collaborative project discussions.

• Letters to customers or suppliers.
• Reports for stockholders (e.g., annual reports).
• Proposals to potential clients.
• Stockholder meetings.
• Telephone conversations with external parties.
• Conferences and press releases.
• Advertising and public relations materials.

Model Answer: Several types of communication contribute to motivating employees within an organization, but Downward Communication plays a particularly direct role in providing the information, direction, and feedback that underpins motivation. However, a comprehensive motivational strategy also leverages Upward and Horizontal communication.

• Downward Communication for Motivation:
  This involves communication flowing from management to employees. It motivates by:
  • Providing Clear Expectations and Goals: When employees understand their roles, responsibilities, and how their work contributes to organizational objectives, they are more likely to be motivated. For example, a manager clearly outlining project goals and individual tasks.
  • Giving Constructive Feedback: Regular and specific feedback on performance helps employees understand their strengths and areas for improvement, fostering a sense of progress and competence. Example: A supervisor providing positive reinforcement for a job well done and offering guidance on areas needing development.
  • Sharing Information about the Organization: Keeping employees informed about company news, successes, challenges, and strategic direction can make them feel valued and part of a larger purpose. Example: A CEO communicating the company's vision and recent achievements in a company-wide email or meeting.
  • Explaining Policies and Benefits: Clear communication about policies, safety procedures, and benefits (like health insurance, training opportunities, promotion paths) demonstrates that the organization cares for its employees' well-being and development. Example: An HR department clearly communicating a new employee wellness program.
  • Example of Downward Communication for Motivation: A department head holds a meeting to launch a new initiative. They clearly explain the purpose of the initiative, its importance to the company's success, the specific roles each team member will play, and the potential rewards (e.g., recognition, bonuses) for successful completion. They also provide resources and express confidence in the team's ability to achieve the goals. This provides direction, clarifies purpose, links effort to reward, and instills confidence, all of which are motivating.
• Upward Communication for Motivation:
  This involves communication from employees to management. It motivates by:
  • Empowering Employees: When employees feel their ideas, suggestions, and concerns are heard and considered by management, it fosters a sense of ownership and empowerment. Example: Implementing a suggestion system where employees can submit ideas for process improvement, and management acknowledges and sometimes implements these ideas.
  • Increasing Job Satisfaction: Feeling valued and having a voice can significantly increase job satisfaction and, consequently, motivation.
• Horizontal Communication for Motivation:
  This involves communication between peers or different departments. It motivates by:
  • Fostering Teamwork and Collaboration: Effective peer communication can lead to a supportive work environment, shared problem-solving, and a sense of camaraderie. Example: Team members collaborating effectively on a project, sharing knowledge, and supporting each other.
  • Meeting Social Needs: Positive interactions with colleagues can fulfill social needs, making the workplace more enjoyable and motivating.

Model Answer: A citation is a formal reference to a source of information used in a speech, paper, or other work. Its purpose is to give credit to the original author or creator and to enable readers to locate the source material themselves. The specific contents of a citation can vary slightly depending on the citation style (e.g., APA, MLA, Chicago), but generally, for periodical indexes and academic works, a citation will include the following key pieces of information:

1. Author(s): The name(s) of the individual(s) who wrote or created the work.
2. Article Title: The specific title of the article, chapter, or distinct piece of work being cited.
3. Source Title (Journal, Magazine, Book, Website, etc.): The name of the larger publication or source where the article or work was found (e.g., Journal of American Folklore, The New York Times, Communication Skills Handbook).
4. Volume Number: For journals and some magazines, the volume number in which the article appears.
5. Issue Number: For journals and magazines, the specific issue number within a volume.
6. Date of Publication: The year, and often the month and day, when the work was published or made available.
7. Page Numbers: The specific page or range of pages where the cited information can be found within the source. For online sources, this might be a paragraph number or absent if pagination is not fixed.
8. Publisher (for books): The name of the company that published the book.
9. Place of Publication (for books): The city where the publisher is located.
10. URL or DOI (for online sources): A web address (Uniform Resource Locator) or Digital Object Identifier to directly access online materials.

Model Answer: Physical distance in communication, often referred to as proxemics, is a significant aspect of nonverbal communication. It pertains to the amount of space that individuals maintain between themselves and others during an interaction. The use and interpretation of this space are heavily influenced by cultural norms, the nature of the relationship between the communicators, the context of the interaction, and individual personalities.
Key aspects of physical distance in communication include:

1. Intimate Distance (closer than 1.5 feet): This distance is typically reserved for very close relationships, such as family members or romantic partners. Using this distance with someone not in this category can cause discomfort, annoyance, or be perceived as an invasion of personal space.
2. Personal Distance (1.5 to 4.0 feet): This is common for interactions with friends and acquaintances. It allows for personal conversation while still maintaining a degree of separation.
3. Social Distance (4.0 to 12.0 feet): This distance is often used for more formal interactions, business transactions, and consultations. For example, the distance across a typical conference table falls within this range. It allows for more impersonal and professional communication.
4. Public Distance (beyond 12.0 feet): This distance is characteristic of public speaking or formal addresses to larger groups. Communication at this distance is typically more formal and less personal.

• Cultural Variations: Different cultures have distinct norms regarding acceptable physical distance. What is considered normal in one culture might be perceived as too close or too distant in another. For instance, some cultures prefer closer proximity during conversations than others.
• Relationship Indication: The distance maintained can signal the level of intimacy or formality of the relationship between the communicators.
• Comfort and Effectiveness: Maintaining an appropriate physical distance for the situation and relationship is crucial for the comfort of all parties involved. Inappropriate distances can create tension, distraction, or negative perceptions, thereby hindering effective communication.
• Negative Effects of Inappropriate Distance: Standing too close can make someone feel threatened or uncomfortable, while standing too far away can make communication feel impersonal or disengaged.
• Power Dynamics: Sometimes, physical distance can also reflect power dynamics, with individuals in higher positions potentially maintaining greater distance.