Repeated Exam Questions and Answers for

Humanities-I (Effective Technical

Communication)

Introduction
This document compiles answers to repeated and important questions from the
B.Tech 3rd Semester Humanities-I (Effective Technical Communication) exams
(2019–2023). The answers are written in simple language, suitable for exam
preparation, and include practical examples where required.

1 Telephone Etiquette
1.1 Questions
• (2021) What are telephone etiquettes? Give suitable examples. [14 marks]
• (2023) Write a short note on Telephone Etiquette. [7 marks]

1.2 Answer
Telephone etiquette refers to the polite and professional manner of communi-
cating over the phone to ensure clear and respectful conversations. It creates a
positive impression and ensures effective communication.
Key Telephone Etiquettes:
• Polite Greeting: Start with a friendly greeting, e.g., “Hello, this is Your
Name from Your Organization. How can I assist you?”
• Clear Speech: Speak slowly and clearly to avoid misunderstandings.
• Active Listening: Listen without interrupting and acknowledge the caller’s
points.
• Professional Tone: Use formal language and avoid slang.
• Minimize Distractions: Focus on the call and avoid multitasking.
• Polite Closure: Summarize the conversation and end with, e.g., “Thank
you for calling. Have a great day!”
Examples:

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 • Greeting Example: “Good afternoon, thank you for calling XYZ Ltd. This
is Priya. How may I help you?”
• Handling Complaints: If a customer is upset, say, “I’m sorry for the incon-
venience. Let’s resolve this together.”
• Closing Example: “Thank you for your query, Mr. Kumar. I’ll email you
the details by tomorrow. Goodbye.”

2 Time Management
2.1 Questions
• (2020) As a student, what are some good time management skills? [14 marks]
• (2021) What are the basic principles of time management? Give examples.
[14 marks]
• (2022) Write a short note on the Importance of Time Management. [7 marks]

2.2 Answer
Time management is the process of planning and organizing time to complete
tasks efficiently and achieve goals. It reduces stress and improves productivity.
Basic Principles of Time Management:
1. Set Clear Goals: Define specific objectives and break them into smaller
tasks.
• Example: A student plans to study two chapters daily to prepare for
exams.
2. Prioritize Tasks: Focus on urgent and important tasks first.
• Example: Finishing an assignment due tomorrow before starting a project
due next week.
3. Plan Ahead: Use tools like calendars or to-do lists to schedule tasks.
• Example: Creating a weekly study schedule using a planner.
4. Avoid Procrastination: Start tasks early and break them into manageable
parts.
• Example: Writing 200 words daily for a report instead of leaving it to
the last day.
5. Limit Distractions: Avoid interruptions like social media during work.
• Example: Turning off phone notifications while studying.
Importance of Time Management:
• Saves time for important tasks.
• Reduces stress by avoiding last-minute work.

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 • Improves work quality through better focus.
• Builds discipline and confidence.
• Example: A student managing time well can balance studies and hobbies
without stress.

3 Graphic Presentation / Representation

3.1 Questions
• (2021) Write notes on Graphic Presentation. [7 marks]
• (2022) How do different graphic representations describe attributes? Dis-
cuss with different graphic/pictorial diagrams. [14 marks]

3.2 Answer
Graphic presentation involves using visual tools like charts, graphs, and dia-
grams to represent data clearly and effectively. It simplifies complex informa-
tion and highlights trends.
Types of Graphic Representations:
1. Bar Chart: Uses bars to compare quantities across categories.
• Example: A bar chart showing sales of three products (A: 200 units, B:
300 units, C: 150 units).
2. Pie Chart: Shows proportions or percentages as slices of a circle.
• Example: A pie chart displaying a company’s budget: 50% operations,
30% marketing, 20% R&D.
3. Line Graph: Connects data points to show trends over time.
• Example: A line graph showing a company’s revenue growth from 2019
to 2022.
4. Pictograph: Uses pictures or symbols to represent data.
• Example: A pictograph where one tree icon represents 10 trees planted.
How They Describe Attributes:
• Clarity: Visuals make data easier to understand than text.
• Comparison: Bar charts compare quantities effectively.
• Trends: Line graphs show changes over time.
• Proportions: Pie charts highlight relative contributions.
• Engagement: Pictographs make data visually appealing.
Advantages:
• Simplifies complex data.

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 • Helps in quick decision-making.
• Engages audiences effectively.

4 Communication Barriers
4.1 Questions
• (2021) Which of these is the external barrier present in the channels of com-
munication? [2 marks]
• (2021) Which of these must be avoided for effective communication? [2
marks]
• (2021) i sthef irstenemyof communication.[2marks](2022)W hatarethecommoncommunicationbarriers?Explain.[14marks]

4.2 Answer
Communication barriers are obstacles that hinder the effective exchange of in-
formation between sender and receiver, leading to misunderstandings.
Common Communication Barriers:
1.• Physical Barriers: External factors like noise or technical issues.
• Example: Background noise during a phone call.
• MCQ (2021): Noise is the external barrier in communication channels.
2. Semantic Barriers: Misunderstandings due to language, jargon, or un-
clear words.
• Example: Using technical terms with a non-technical audience.
3. Psychological Barriers: Emotional or mental states like stress or lack of
trust.
• Example: An employee avoiding feedback due to fear of criticism.
• MCQ (2021): Noise or lack of trust is often the first enemy of commu-
nication.
4. Cultural Barriers: Differences in cultural norms or values.
• Example: A gesture polite in one culture may offend in another.
5. Organizational Barriers: Issues due to hierarchy or unclear communica-
tion channels.
• Example: A message distorted as it passes through multiple managers.
MCQ Answers (2021):
• Must be avoided: Ambiguity, over-communication, or wrong assumptions.
• Should not be avoided: Listening, planning, or sharing activity.
Overcoming Barriers:

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 • Use clear and simple language.
• Ensure a distraction-free environment.
• Encourage feedback to confirm understanding.
• Be culturally sensitive.

5 Communication Cycle / Process

5.1 Questions
• (2021) When is the communication process completed? [2 marks]
• (2021) Which of these problems arising from expression? [2 marks]
• (2022) What is the communication cycle? Discuss its essential components.
[14 marks]

5.2 Answer
The communication cycle is the process of sending, receiving, and understand-
ing a message between a sender and receiver. It is complete when the receiver
understands the message and provides feedback.
Essential Components:
1. Sender: Initiates the communication with a message.
• Example: A manager sending a project update.
2. Message: The information or idea being conveyed.
• Example: Instructions for a task.
3. Encoding: Converting the message into words, symbols, or gestures.
• Example: Writing an email.
4. Channel: The medium used, like email, phone, or face-to-face.
• Example: Sending a message via WhatsApp.
5. Receiver: The person or group receiving the message.
• Example: Team members reading the email.
6. Decoding: Interpreting the message by the receiver.
• Example: Understanding the email’s instructions.
7. Feedback: The receiver’s response to confirm understanding.
• Example: Replying with questions or confirmation.
8. Noise: Any interference, like technical issues or distractions.
• Example: Poor internet during a video call.
MCQ Answers (2021):

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 • Process completed: When the receiver understands the message.
• Problems from expression: Semantic problems (e.g., unclear language).

6 Business Letters
6.1 Questions
• (2020) What are the basic differences in business letters and memos? Give
examples. [14 marks]
• (2023) What is the purpose of a business letter? [2 marks]
• (2023) Explain the structure and format of a business letter. Provide a de-
tailed example addressing a customer complaint. [14 marks]

6.2 Answer
A business letter is a formal written communication used for official purposes,
such as addressing clients, customers, or other organizations. Its purpose is for-
mal communication, like complaints, inquiries, or requests.
Purpose (MCQ 2023):
• Formal communication.
Structure of a Business Letter:
1. Heading: Sender’s address and date.
2. Recipient’s Address: Name, title, and address of the recipient.
3. Salutation: Formal greeting, e.g., “Dear Mr. Sharma.”
4. Body: Main content, including introduction, details, and conclusion.
5. Closing: Polite sign-off, e.g., “Sincerely.”
6. Signature: Sender’s name and designation.
Differences Between Business Letters and Memos:
• Purpose: Business letters are formal, external communications; memos
are informal, internal communications.
• Tone: Letters are formal; memos are direct and concise.
• Structure: Letters follow a strict format (heading, salutation, etc.); memos
are simpler (To, From, Subject).
• Example (Letter): A complaint response to a customer.
• Example (Memo): A notice to employees about a meeting.
Example Business Letter (Customer Complaint):
XYZ Pvt. Ltd.
123 Business Road, Patna, Bihar

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Date: July 20, 2025

Ms. Anita Verma

456 Customer Lane, Delhi

Dear Ms. Verma,

Subject: Resolution of Your Complaint Regarding Product Defect

Thank you for bringing the issue with our product [Product Name] to our a

After reviewing your complaint, we have identified the issue as a manufac

Please feel free to contact our customer service team at 123-456-7890 or

your satisfaction.

Sincerely,
Rahul Kumar
Customer Service Manager
XYZ Pvt. Ltd.

7 Technical Communication
7.1 Questions
• (2020) Write four sentences on Technical Communication. [2 marks]
• (2022) Write a short note on Technical Writing. [7 marks]

7.2 Answer
Technical communication is the process of conveying technical information clearly
and effectively to a specific audience, often using written, oral, or visual meth-
ods.
Four Sentences (2020):
• Technical communication involves sharing complex information in a sim-
ple, clear manner.
• It is used in fields like engineering, IT, and science to explain processes or
products.
• Examples include user manuals, reports, and presentations.
• Effective technical communication ensures the audience understands the
information accurately.
Short Note on Technical Writing (2022): Technical writing is a form of com-
munication that explains technical or specialized information in a clear, concise,
and structured way. It is audience-centric, focusing on the needs of readers like

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engineers, technicians, or customers. Examples include instruction manuals,
project reports, and proposals. Key features include clarity, accuracy, and the
use of visuals like diagrams. It avoids jargon unless the audience understands
it, ensuring accessibility.

8 Effective Presentation Techniques

8.1 Questions
• (2020) True/False: Oral presentations are goal-oriented; Body language plays
an important role in oral communication. [2 marks]
• (2022) Write a short note on Effective Presentation Techniques. [7 marks]

8.2 Answer
True/False (2020):
• Oral presentations are goal-oriented: True (They aim to inform or per-
suade an audience).
• Body language plays an important role in oral communication: True (It
enhances message delivery).
Short Note on Effective Presentation Techniques (2022): Effective presenta-
tion techniques ensure a speaker communicates clearly and engages the audi-
ence. Key techniques include:
• Preparation: Plan the content, structure, and visuals.
• Clear Delivery: Speak clearly, maintain eye contact, and use a confident
tone.
• Use of Visuals: Include slides or charts to support points.
• Audience Engagement: Ask questions or use anecdotes to keep interest.
• Practice: Rehearse to reduce stage fear and improve flow.
• Example: Using a PowerPoint with clear graphs to explain a project’s progress
while maintaining eye contact with the audience.