Centre for Distance & Online Education

INTERNAL ASSIGNMENT ANSWERS

SESSION SEPTEMBER 2024
PROGRAM BACHELOR OF COMPUTER APPLICATIONS (BCA)
SEMESTER II
COURSE CODE & NAME DCA_1204 COMMUNICATION SKILLS AND
PERSONALITY DEVELOPMENT
CREDITS 4
NUMBER OF ASSIGNMENTS & 02
MARKS 30

SET – I
1. Discuss the process of Communication in detail.
Ans. Communication is the process of exchanging information, ideas,
thoughts, opinions, or messages between individuals, groups, or organizations through a
common system of symbols, signs, or behavior. The process of communication involves several
steps, which are essential for effective communication.
The Communication Process:
1. Sender/Encoder: The person who initiates the communication process is called the sender
or encoder. The sender has an idea, thought, or message that they want to convey to the receiver.
2. Message: The idea, thought, or message that the sender wants to convey is called the
message.
3. Encoding: The sender translates the message into a code or symbol that can be understood
by the receiver. This process is called encoding.
4. Channel: The medium through which the encoded message is transmitted is called the
channel. Examples of channels include face-to-face conversation, phone, email, text message,
or social media.
5. Receiver/Decoder: The person who receives the message is called the receiver or decoder.
The receiver interprets the message and tries to understand its meaning.
6. Decoding: The process of interpreting the message and understanding its meaning is called
decoding.
7. Feedback: The receiver's response to the message is called feedback. Feedback can be
verbal or nonverbal and helps the sender to know whether the message was understood
correctly.
8. Noise: Any disturbance or interference that affects the communication process is called
noise. Noise can be physical, psychological, or semantic.

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Types of Communication:
1. Verbal Communication: Face-to-face conversation, phone calls, video conferencing, or
voice messages.
2. Nonverbal Communication: Body language, facial expressions, eye contact, tone of voice,
or written messages.
3. Formal Communication: Official communication that follows a formal structure or
protocol, such as business meetings or official reports.
4. Informal Communication: Casual communication that occurs between friends, family, or
colleagues, such as social media or text messages.

Barriers to Effective Communication:

1. Language Barriers: Differences in language or dialect can create communication barriers.
2. Cultural Barriers: Cultural differences can affect communication styles and create
misunderstandings.
3. Physical Barriers: Distance, noise, or physical obstacles can hinder communication.
4. Psychological Barriers: Emotional states, biases, or attitudes can affect communication.
5. Technological Barriers: Technical issues or limitations can disrupt communication.

Effective Communication Strategies:

1. Active Listening: Pay attention to the sender and try to understand their message.
2. Clear Encoding: Use simple and clear language to convey the message.
3. Feedback: Encourage feedback to ensure the message was understood correctly.
4. Nonverbal Communication: Use nonverbal cues, such as body language and tone of voice,
to convey emotions and attitudes.
5. Cultural Sensitivity: Be aware of cultural differences and adapt communication styles
accordingly.

In conclusion, effective communication is a complex process that involves several steps, types,
and strategies. Understanding the communication process and being aware of potential barriers
can help individuals and organizations communicate more effectively.

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2. Explain SQ3R method used in reading skills. Throw some light on strategies
adopted for effective listening.
Ans. Here's an explanation of the SQ3R method for reading
skills and some strategies for effective listening:
SQ3R Method for Reading Skills
The SQ3R method is a reading comprehension technique developed by Francis P. Robinson in
1946. It's a systematic approach to reading and retaining information from written texts.
The acronym SQ3R stands for:
S – Survey
1. Glance over the title, headings, and subheadings: Understand the main topic and get an
idea of the content.
2. Look at illustrations, diagrams, and charts: Visual aids can provide valuable information
and context.
3. Read the introduction and conclusion: Get a sense of the author's purpose and main
arguments.
Q - Question
1. Formulate questions based on the survey: What are the main topics? What does the author
want to convey?
2. Write down questions that come to mind: Encourage active reading and engagement with
the material.
3R - Read, Recite, Review
Read
1. Read the text while looking for answers to your questions: Focus on understanding the
main ideas and supporting details.
2. Take notes or highlight important information: Reinforce your understanding and retain
key points.
Recite
1. Summarize the main ideas in your own words: Reinforce your understanding and check
your comprehension.
2. Recite the answers to your questions: Ensure you've grasped the key points.

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Review
1. Review your notes and summaries: Reinforce your understanding and retain the
information.
2. Go back to the text to clarify any doubts: Ensure you've understood the material correctly.

Strategies for Effective Listening

Effective listening is crucial for communication, learning, and building relationships. Here are
some strategies to improve your listening skills:
1. Give the speaker your undivided attention: Avoid distractions, maintain eye contact, and
face the speaker.
2. Use verbal and nonverbal cues: Nod, make eye contact, and use phrases like "uh-huh" or
"I see" to show you're engaged.
3. Paraphrase and summarize: Repeat back what you've heard in your own words to ensure
understanding and show you're actively listening.
4. Ask open-ended questions: Encourage the speaker to share more information and clarify
any doubts.
5. Avoid interrupting: Let the speaker finish their thoughts before responding.
6. Practice active listening: Focus on the speaker's message and try to understand their
perspective.
7. Use technology strategically: Take notes, record conversations (with permission), or use
apps to help you stay focused and organized.
By incorporating the SQ3R method into your reading routine and practicing effective listening
strategies, you'll become a more efficient and effective communicator.

3. Discuss the different types of Organizational Documents.

Ans. Organizational documents are formal records that outline the
structure, policies, and procedures of an organization. These documents are essential for
establishing and maintaining the organization's governance, management, and operations.
Here are different types of organizational documents:
1. Articles of Incorporation: Also known as the "charter," this document is filed with the state
government to establish a corporation. It outlines the organization's purpose, structure, and
powers.

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2. Bylaws: Bylaws are internal rules that govern the organization's operations, management,
and decision-making processes. They outline the roles and responsibilities of the board of
directors, officers, and members.
3. Operating Agreement: An operating agreement is a document that outlines the terms and
conditions of a limited liability company (LLC). It covers ownership, management, and
operational aspects of the business.
4. Partnership Agreement: A partnership agreement is a document that outlines the terms and
conditions of a partnership. It covers ownership, management, and operational aspects of the
business.
5. Employee Handbook: An employee handbook is a document that outlines the organization's
policies, procedures, and expectations for employees. It covers topics such as employment,
benefits, and conduct.
6. Code of Conduct: A code of conduct is a document that outlines the organization's values,
principles, and standards of behavior. It provides guidance on ethical decision-making and
behavior.
7. Business Plan: A business plan is a document that outlines the organization's goals,
objectives, and strategies for achieving success. It covers topics such as market analysis,
marketing, and financial projections.
8. Policies and Procedures: Policies and procedures are documents that outline the
organization's rules and guidelines for specific aspects of operations, such as human resources,
finance, or customer service.
9. Meeting Minutes: Meeting minutes are documents that record the proceedings of meetings,
including decisions made and actions taken.
10. Annual Reports: Annual reports are documents that provide an overview of the
organization's performance and progress over the past year. They often include financial
statements, highlights, and future plans.
These organizational documents are essential for establishing and maintaining a well-governed
and effective organization. They provide a framework for decision-making, ensure compliance
with laws and regulations, and promote transparency and accountability.

SET-II
4. What do you understand by the term” Personality”. Explain in detail its
various categories.
Ans. Personality refers to the unique combination of characteristics,
traits, and patterns of thought, feeling, and behavior that define an individual's distinctive

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identity. It encompasses the ways in which people perceive, process, and respond to
information, as well as their attitudes, values, and motivations.
Personality is a complex and multi-faceted construct that has been studied extensively in
psychology. There are several theories and models that attempt to explain the structure and
development of personality.
Here are some of the most widely recognized categories of personality:
1. The Big Five Personality Traits: Also known as the Five Factor Model (FFM), this
framework identifies five broad dimensions of personality:
- Openness to Experience: curiosity, open-mindedness, and love of learning
- Conscientiousness: organization, self-discipline, and responsibility
- Extraversion: sociability, assertiveness, and excitement-seeking
- Agreeableness: cooperation, empathy, and kindness
- Neuroticism: anxiety, anger, and vulnerability
2. The Myers-Briggs Type Indicator (MBTI): This framework categorizes individuals into
one of 16 personality types based on four dimensions:
- Extraversion (E) vs. Introversion (I): preference for social interaction or alone time
- Sensing (S) vs. Intuition (N): preference for concrete, factual information or abstract,
interpretive thinking
- Thinking (T) vs. Feeling (F): preference for logical, analytical decision-making or
values-based, empathetic decision-making
- Judging (J) vs. Perceiving (P): preference for structure, planning, and decisiveness or
flexibility, spontaneity, and adaptability
3. The Enneagram Personality System: This framework describes nine distinct personality
types, each with its own motivations, fears, and desires:
- Type 1: The Reformer: driven by a desire to be good and right
- Type 2: The Helper: driven by a desire to be loved and valued
- Type 3: The Achiever: driven by a desire to succeed and achieve
- Type 4: The Individualist: driven by a desire to be unique and authentic
- Type 5: The Investigator: driven by a desire to understand and analyze
- Type 6: The Loyalist: driven by a desire for security and stability
- Type 7: The Enthusiast: driven by a desire for new experiences and pleasure.

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- Type 8: The Challenger: driven by a desire to control and protect
- Type 9: The Peacemaker: driven by a desire for harmony and cooperation
4. The DISC Assessment: This framework categorizes individuals into one of four
personality styles based on their behavioral preferences:
- D-Style (Dominance): assertive, results-driven, and decisive
- I-Style (Influence): outgoing, enthusiastic, and people-oriented
- S-Style (Steadiness): consistent, reliable, and detail-focused
- C-Style (Conscientiousness): analytical, precise, and reserved
These categories are not mutually exclusive, and individuals may identify with traits from
multiple frameworks. Understanding personality categories can help individuals gain insights
into their strengths, weaknesses, and motivations, and can also facilitate more effective
communication and collaboration with others.

5. Explain the various theories of Time Management.

Ans. Time management is the process of planning and controlling
how much time to spend on specific activities to maximize efficiency and productivity. There
are several theories of time management that offer different approaches to managing time
effectively. Here are some of the most popular theories:
1. Pareto Analysis (80/20 Rule): This theory states that 80% of results come from 20% of
efforts. It suggests that individuals should focus on the most important tasks that will
generate the greatest results.
2. Time Boxing: This theory involves scheduling tasks into fixed, uninterrupted blocks of
time. Each block is dedicated to a specific task, and the individual works on that task without
any distractions during that time.
3. Eisenhower Matrix: This theory involves categorizing tasks into four quadrants based on
their urgency and importance. The quadrants are:
- Urgent and important (Do first)
- Important but not urgent (Schedule)
- Urgent but not important (Delegate)
- Not urgent or important (Eliminate)
4. Getting Things Done (GTD): This theory involves breaking down tasks into smaller,
actionable steps. It also emphasizes the importance of capturing all tasks and projects in a
centralized system, such as a to-do list or calendar.

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5. The Pomodoro Technique: This theory involves working in focused, 25-minute
increments, followed by a five-minute break. After four cycles, take a longer break of 15-30
minutes.
6. ABC Analysis: This theory involves categorizing tasks into three categories based on their
level of importance and deadlines:
- A (High priority, high deadline)
- B (Medium priority, medium deadline)
- C (Low priority, low deadline)
7. The Franklin Covey Method: This theory involves prioritizing tasks based on their
urgency and importance. It also emphasizes the importance of setting clear goals and values
and using a planner or calendar to stay organized.
8. The Priority Matrix: This theory involves categorizing tasks into four quadrants based on
their level of importance and deadlines. The quadrants are:
- High priority, high deadline
- High priority, low deadline
- Low priority, high deadline
- Low priority, low deadline
Each of these theories offers a unique approach to time management, and individuals can
choose the one that best fits their needs and work style.

6. Explain the different categories of leaders found in workplace. Discuss the

application of Johari Window for understanding Self.
Ans. Here are the different categories of leaders found in the workplace:
Categories of Leaders
1. Autocratic Leaders: Make decisions without consulting their team members. They have
complete control over the decision-making process.
2. Democratic Leaders: Involve their team members in the decision-making process. They
encourage participation and feedback from their team.
3. Laissez-Faire Leaders: Give their team members a lot of autonomy and freedom to make
decisions. They provide minimal guidance and supervision.
4. Transformational Leaders: Inspire and motivate their team members to achieve a shared
vision. They encourage innovation and creativity.

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5. Transactional Leaders: Focus on exchanging rewards and punishments to motivate their
team members. They prioritize efficiency and productivity.
Johari Window for Understanding Self
The Johari Window is a psychological tool developed by Joseph Luft and Harry Ingham in
1955. It's a simple and effective model for understanding self-awareness and personal growth.
The Four Quadrants of the Johari Window
1. Open Area (Public Self): This quadrant represents the information about ourselves that
we are aware of and willing to share with others. It includes our strengths, weaknesses,
values, and goals.
2. Blind Spot (Hidden Self): This quadrant represents the information about ourselves that
we are not aware of, but others may be aware of. It includes our unconscious biases, habits,
and behaviors.
3. Hidden Area (Private Self): This quadrant represents the information about ourselves that
we are aware of, but choose not to share with others. It includes our personal thoughts,
feelings, and experiences.
4. Unknown Area (Unconscious Self): This quadrant represents the information about
ourselves that we are not aware of, and others may not be aware of. It includes our
unconscious thoughts, feelings, and experiences.
Applying the Johari Window
1. Self-Reflection: Take time to reflect on your thoughts, feelings, and behaviors. Identify
your strengths, weaknesses, values, and goals.
2. Seek Feedback: Ask for feedback from trusted friends, family, or colleagues. Be open to
constructive criticism and use it to learn and grow.
3. Practice Self-Awareness: Pay attention to your thoughts, feelings, and behaviors.
Recognize your patterns and habits and make conscious choices to change or improve them.
4. Develop Emotional Intelligence: Cultivate emotional intelligence by recognizing and
managing your emotions, empathizing with others, and building strong relationships.
By applying the Johari Window, you can gain a deeper understanding of yourself, including
your strengths, weaknesses, values, and goals. This increased self-awareness can help you
become a more effective leader, build stronger relationships, and achieve personal and
professional growth.

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