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PCO611S - PROFESSIONAL COMMUNICATION - 1ST OPP - NOVEMBER 2025 |
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nAmlBIA unlVERSITY
OF SCIEnCE AnD TECHnOLOGY
FACULTY OF COMMERCE, HUMAN SCIENCES AND EDUCATION
DEPARTMENT OF COMMUNICATION AND LANGUAGES
QUALIFICATION: VARIOUS
QUALIFICATION CODE: VARIOUS
COURSE CODE: PCO611S
DATE: NOVEMBER 2025
DURATION: 3 HOURS
LEVEL: 6
COURSE NAME: PROFESSIONAL COMMUNICATION
PAPER: THEORY
MARKS: 100
EXAMINERS:
FIRST OPPORTUNITY EXAMINATION PAPER
Dr C. Sibalatani
MODERATOR: Ms J. Mungenga
1. Answer ALL the questions.
2. Write clearly and neatly.
3. Number the answers clearly.
INSTRUCTIONS
PERMISSIBLE MATERIALS
1. Examination paper
2. Examination script
THIS EXAMINATION CONSISTS OF 6 PAGES (INCLUDING THIS FRONT PAGE).
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QUESTION 1
(15)
1.1 Using Lasswell's communication model, write a short fictional communication scenario
in which you engage with your manager on MS Teams and give him advice on how to deal
with latecomers. Remember, your analysis must list and answer all the pertinent questions
according to Lasswell.
(10}
Mark allocation:
Communication scenario= 5 marks {5}
Lasswell's communication model questions= (5)
Lasswell's communication model answers as per your communication scenario= (5)
QUESTION 2
(16)
Read the passage below and answer the questions that follow.
I was employed by a textile company in Namibia which collaborated with a supplier in Ghana
and ordered fabrics from Accra. However, several issues emerged because of poor
communication. The Namibian firm placed its orders with strict deadlines, specifying exact
dates and requirements that the goods had to arrive on time. The supervisor at the Ghanaian
supplier instructed two of his staff members to ensure the orders were completed and
dispatched. "Yes, boss, we'll handle it immediately," Kwame assured the supervisor before
turning and patting Kofi on the back. Kwame asked Kofi to reach out to the Namibian contact
and confirm whether all the details we received are accurate. Kofi gave a nod. The staff
members contacted the representatives in Namibia to confirm the orders, finalize the
timelines, and settle payments. Everything seemed fine, but when the agreed date came, no
fabrics were shipped from Ghana. In Namibia, we had already sent emails to the customers
and put out adverts on lnstagram promising that the material would be in the boutiques on a
set date. The Namibian director blamed the two Ghanaian employees for not fulfilling their
responsibility and contacted their company. Afterwards, he traveled to Ghana to resolve the
matter. On the day of the meeting in Accra, our Namibian director wanted to dive straight
into business and talk about the orders, but the Ghanaians preferred to first share a meal of
jollof rice and grilled tilapia in a relaxed gathering. This greatly frustrated him, and he thought
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of a plan on how to politely approach the impolite Ghanaians. Not only did they want to eat
before business, but during the meeting they stood very close and moved away from the
agenda. "How will we achieve our goals if the Ghanaians keep failing to deliver?" he
exclaimed. This situation kept repeating itself because the Namibian director refused to adjust
his approach, and the Ghanaians never real ized there was an issue.
2.1 Based on the passage above, identify and give examples of the types of communication
given below.
(6)
1. Nonverbal proxemic communication
2. Extra communication
3. Intra communication
4. Mass communication
5. Non-verbal kinesics
6. Intercommunication
2.2 Read the scenario, list five interconnected contexts of intercultural communication,
and extract examples from the scenario above to substantiate your answers.
(10)
QUESTION 3
[16)
3.1 Match the following types of meetings to the given scenarios.
(5)
(1) Information meeting
(2} Creative/brainstorming
meetings
(3) Motivational meetings
(4) Problem Solving Meeting
(5) Decision-making
meetings
(a} A Windhoek-based delivery company meets to tackle
frequent delays caused by traffic and poor road
conditions.
(b} A village water committee meets to decide how to
allocate funds for borehole repairs before the rainy
season.
(c} A wildlife conservation NGO in Etosha meets to report
on recent rhino tracking data and patrol activities.
(d} Teachers at a rural school near Rundu hold a fun
session to celebrate exam results and motivate each
other before the new term.
(e} A local radio station in Katima Mulilo meets to
brainstorm ideas for a new youth-targeted talk show.
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3.2 There are different terminologies used in meetings. Name them as per the descr!ption
given:
(5)
(a) Provide advice or suggestions, not taking action
(b) Remove someone (by force if necessary) from a meeting
(c) To suspend or interrupt a meeting until a later date
(d) To introduce a paper or schedule for noting
(e) A person who supports the proposer of a motion
3.3. There are critical procedures to follow to conduct an effective meeting; name any six
of them.
(6)
QUESTION 4
[15)
4.1 Read the passage below. State and explain any five things that could lead to the
ineffectiveness of the meeting.
(2x5=10)
A Community Development Committee in a rural Namibian village held a meeting to discuss
plans for constructing a new community center. However, due to the fact that the meeting
was called at short notice, several key members either arrived late or did not attend at all. The
invitees seemed very confused because they had no idea why they were called for the
meeting; as a result, the discussions lacked structure and jumped randomly from one issue to
another, including unrelated topics such as road maintenance and youth unemployment. The
chairperson failed to guide the discussion effectively, allowing conversations to drift without
direction. One elder dominated the meeting, speaking at length about past projects, while
younger members and women were not encouraged to contribute, resulting in minimal
participation. Additionally, everyone kept fidgeting and looking at their watches, because the
meeting extended far beyond the scheduled duration, leading some participants to leave
early. Importantly, it did not seem like anyone was taking record of the proceedings; therefore,
there was no clear record of what had been discussed or decided. The meeting ended without
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any concrete outcomes, highlighting how the lack of proper meeting procedures can lead to
wasted time and unproductive results.
4.2 Name the fallacies of the descriptions below.
(5)
(a) "Our sales dropped after we hired the new receptionist; she must be the reason."
(b) "No one has complained about the new road project, so it must be perfect.
(c) "Running a school is like running a taxi business; just focus on making money."
(d) "One intern arrived late, so all interns are unreliable."
(e) "We're here to discuss office safety, but let's talk about how unfair the new dress code
is."
QUESTION 5
[15)
5.1 When it comes to digital etiquette, there are guidelines every professional environment
must set to operate online ethically and effectively. Name any five.
(5)
5.2 Although technology has made life easier in many areas, it has some disadvantages.
State any five disadvantages of digital communication.
(2x5=10)
QUESTION 6
[13)
6.1 Name the five Thomas-Kilmann conflict-handling modes.
(5)
6.2 Read the passage below and identify and explain the conflict that takes place.
(2)
Ndapewa and Simataa had been working closely on the upcoming product launch, but subtle
tension had begun to affect their collaboration. Ndapewa often requested more time for
thorough testing, emphasizing the importance of catching potential issues early, while
Simataa was focused on keeping development on track to meet the tight deadline. Their
interactions in meetings became noticeably strained, with brief, polite disagreements and a
few pointed comments. Sensing the underlying friction, their manager organized a brief
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check-in with both of them . After an open discussion, Ndapewa agreed to narrow her testing
to the most critical areas, while Simataa adjusted the schedule slightly to allow for some
additional review time. With this new approach, the team was able to move forward
efficiently, balancing quality and delivery without further disruptions.
6.3 Now that you have identified the conflict, name the type of Thomas-Kilmann conflict-
handling mode used to manage the conflict.
(2)
6.4 Conflict resolution strategies are required to make sure that work environments can
move past the conflict. Imagine yourself as the mediator in the conflict between Ndapewa
and Simataa;describe four effective strategies you would have used to resolve the conflict.
(4)
QUESTION 7: Professional Language Usage
[10)
Good language usage is very important in professional communication. It is also very
important to edit written communication before disseminating. There are several words
that are commonly confused in the English language; choose the correct words for the
context/meaning of the sentences.
(Write the correct word only.)
1. The company cannot afford to loose/lose its most valuable clients.
2. The manager requested excess/access to the confidential database.
3. The HR department updated the personal/personnel records for all new recruits .
4. The consultant compared the local market to a barren dessert/desert with no
opportunities.
5. In the project proposal, researchers must cite/site at least five credible academic
sources.
-THE END-
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