Documente Academic
Documente Profesional
Documente Cultură
(AUTONOMOUS)
SCHOOL OF COMMERCE B.Com
STUDY MATERIAL
B.COM
BUSINESS COMMUNICATION
Compiled by
Mrs.D.KIRUTHIKA M.Com.,M.Phil., MBA., M.Com (CA).,PGDCA.,
Assistant Professor,
School of Commerce,
Cms College of science and commerce,
(Autonomous)
Coimbatore 641 049
SYLLABUS
(Theory: 100%)
GOALS : To enlighten the students with the basic concepts of business
communication.
OBJECTIVES: To develop the oral and written communication skills for successful
application in business.
UNIT III
Meaning of Report Principles governing the preparation of reports Qualities of a good
report Functions of a report Business report Types of Reports Reports by
individuals Reports by committees or sub-committees Directors reports Minutes Vs
Report Drafting of Resolutions and Minutes of Company meetings.
UNIT IV
Modern Electronic Communication devices: Modern Telephones Dictating Machines
Electronic Boards Audio Visual Means Of Communication- Telex- Facsimile (FAX)-
Email Voice Mail Internet- Tele-Conferencing Telephone Answering Machines-
LAN-WAN- Video conferencing.
UNIT-V
Letters to the Editor of Newspapers- Management Information System Introduction-
Need, Definition, Objective, Components, Differing information for different
management levels, areas, stages of MIS design guidelines for effective design, current
trends.
2
TEXT BOOKS
1. Essentials of Business communication: Rajendra Pal & Koriahalli J.S,Sultan Chand &
Sons ,2003
2. Effective Business English and correspondence: Pattan Shetty C.S & Ramesh M.S.,R
Chand & CO ,1999
3. Effective Technical Communication M.Ashraf Rizvi ,TataMcGraw Hill ,2010
4. Business Communication Anjanee Sethi ,Bhavani Adhikari,Tta McGraw Hill ,2010
5. Business Communication Kathiresan ,Dr.RAdha ,Prasanna &Co ,2007
REFERENCE BOOKS
1. Business Communication Varinder Bhatia ,Khanna Publishers ,2000
2. Business Communication - K.K.Sinha Galgotia Publishing CO,2002
3. Business Communication P.D.Chaturvedi &Mukesh Chaturvedi,Pearson
Education,2005
4. Business Correspondence & Report Writing R.C.Sharma & Krishna Mohan
TataMcGraw Hill,2002
5. Effective Business Communication Krizan Merrier Logan ,Cengage Learning,2010
3
UNIT-1
INTRODUCTION TO COMMUNICATION:
Exchange of symbols or ideas between two persons is called as
communication. The term communication is derived from the Latin word communico
which means To Share. Communication means to inform, to tell, to show or to spread
information. Communication is a process through which an information or idea or
opinion is transferred to more number of persons.
DEFINITION:
W.H.Norman and summer Communication is an exchange of facts, ideas,
opinions, or emotions by two or more persons.
OBJECTIVES OF COMMUNICATION
In order to have effective communication, the communication must have the following
objectives:
1. INFORMATION:-
Information is the message which has passed on from one person to another and
understood by both parties in order to make communication effectively. Information is
always factual & objective.
Kinds of information:
a.External information:-
Information concerned with outside world (i.e.) outside the organisation-eg.,
suppliers, creditors, public etc.
b.Internal information:-
Information within the organization (i.e.) information to members of the internal
organization.
Sources of information:-
The following may be considered as the sources of information:
1. Old files 2.observation 3.massmedia 4.library research 5.chambers of commerce
6. Meetings, seminars& coferences7.Personal interview 8.questionnaires 9. Trade
Fairs & exhibitions.
4
2. ADVICE:
Advice is also a kind of information given by people in order to bring about a good
change on the receivers. Advice will be successful only if a change is brought in the
receiver. Since it involves personal opinions, it is likely to be subjective.
3. ORDER:-
Order is an authoritative communication. It is directive to somebody & not to-do
something. Usually orders are given to the subordinates of an organization
Types of Orders :
A) Written & oral orders
B) General & specific orders
C) Procedural & Operational orders
D) Compulsory & recommended orders
Instructions: Instruction is a particular type of order in which the guidance is also given
as to do a particular job.
4. SUGGESTION:
One of the important of communication is to give suggestion. It is to give a particular
idea to a person or a group to carry out a particular work.
5. PERSUASION:
Persuasion is the process of convincing a particular person to do particular activities
workers are persuaded to do the production activity quickly.
6. WARNING:
Warning is a forceful means of communication. When the employee does not follow
the rules & regulations, it becomes necessary to warn him.
7. EDUCATION:
Education involves both teaching and learning. Its main aim is to widen the
knowledge & to improve the skills. It is carried over in 3 steps:-
a) at the management level
b) At the level of employees
c) At the level of outside public.
8. RAISING MORALE:-
Morale stands for mental health. Its A powerful factor to increase the efficiency. It
creates a sense of togetherness & makes the workers to work in co-operation.
5
9. MOTIVATION:-
Motivation will help the management to get things done. Its not an order.
Motivation is important so that they work willingly & eagerly. The motivation may either
be in cash or in kind.
ELEMENTS OF COMMUNICATION:
Any communication has 4 elements.
1. Sender:
For any communication there should be a sender. Without the sender there cannot be
any communication. Hence there should be a sender or a transmitter to pass on some
information.
2. Message:
The need of communication arises only when an idea or impulse is generated in a
persons mind. If this idea or impulse is to be communicated to someone, their must be
some purpose behind it.
3. Media:
The media is the method or way selected to communicate. A number of mediums such
as telephone, postal etc., are available for communication..
4. Receiver:
The main purpose of any communication is that it should reach receiver effectively.
He is the person who gives the feed back/ answer. Hence for any message there should be
a receiver.
5. Feedback : The response given by the receiver is called feedback which forms again a
part of communication and without which the communication will not be effective.
6
3. Dispatch & reception:
The encoded message is dispatched to its destination. In face to face communication
& oral communication, reception takes place immediately after the dispatch.
4. Decoding:
When the signals have reached their destination, they are translated into ideas once
again this process of interpretation is called as decoding.
5. Receivers response:
If this message is received the receiver immediately responds to it.
6. Feed back:
If this response is communicated back to the sender, it is called as feedback. Feed
back is extremely important for effective communication because without that the sender
cannot be sure whether his message has been understood effectively or not.
7
Grapevine communication is an informal channel of communication. It follows
no rigid rules, but spreads like gripe vine, in any direction, anywhere rapidly. Its
basically a channel of horizontal communication.
Some people derive great pleasure from gathering secret information &
transmitting it to others. Certain situations like insecurity of service, certain innovations,
etc which are likely to affect the job prospectus of the employees are sure to activate the
leaders of grape vine.
Demerits of grapevine:
1. Distortion
2. Incomplete Information .
3. Damaging quickness
8
Types are:
Memo : Used to communicate short messages.
Notice: Used to communicate to a large group.
Telegram : Used for external communication for persons in another town.
Telex : Facility to type out messages simultaneously on the senders machine and
the receivers machine.
E Mail (electronic mail) : Message transmitted through electronin computer
network which reaches within a minute.
Reports : Presentation of information related to a meeting, project etc.
c. Non verbal communication : Unwritten and Unspoken communication is called
nonverbal communication such as gestures, smile, actions etc.
Types are:
i.Body movement
Facial expression : expressions in face
Gestures : showing some actions
Body stance : movement of the body also communicates
ii.Physical appearance : To create good impression people sometimes concentrate on their
physical appearance.
iii.Voice quality : Raising ones voice or minimizing ones voice differentiates his or her
communication.
d. Audio visual communication: It uses methods that are seen and heard. It is both
audio and visual eg: films, television, videotapes, slides etc.
9
Organisational structure : there should be first of all good relation between all
the departments of an organisatoin. Then only the communication will be
effective.
Premature evaluation : sometimes the receiver pre assumes or guesses the
communicator in advance which makes him non attentive.
Emotional attitude : when a person is emotionally effected, then there he or she
will not be in a position to involve in communication effectively.
Failure to communicate on the part of sender : there are possibilities that the
sender himself is not good in communicating .
Other barriers : such as faulty translation, lack of attention, unclarified
information etc.
10
PRINCIPLES OF COMMUNICATION
Good perception listening : The communication should be such that the receiver
should have a good perception ie., he should bring the attention of the receiver to
listen the communication. It should attract the concentration of the receiver. The
communication is said to be complete and effective only if it is perceived by the
listener.
Clarity : The communication should be clear which means it should not contain
any unambiguous terms. The words used to be clearly understood by the listener
or receiver. The receiver should not have any doubt regarding the message
transferred.
11
Two way and open communication : The communication becomes complete
only when there is a feedback from the receiver. The response from the listener
should be received to make the communication effective.
Every businessman has to write letters at every stage of performance. Eg; for
purchase of goods, he has make an enquiry. Similarly when he receives a complaint is
received he should attend it promptly. Thus business letter is the lifeblood of modern
business.
12
ESSENTIALS OF A GOOD BUSINESS LETTER
1. Correct language : The communication should be that language which is
understood by the receiver. If the language is not understood, then the
communication process as a whole becomes ineffective.
13
3. Credit and status enquiries: For the purpose of finding out whether credit
facility can be given to a customer or not, credit and status enquiries and done.
4. Claims and adjustments : Claims means complaint letters from the customers.
Adjustments means a letter making an adjustment of the product by the seller to
the customer.
5. Collection letters : The seller who gives the products on credit basis gives and
intimation of the amount due from the customer through a collection letter.
6. Circular letter : This letter is used to give information to the general public about
the vaious matter eg: Launching of a product, change of the place of company,
admission of a new partner, etc. In this the information has to provided to a large
number of people.
7. Sales letters: It is a letter containing the details of the products and prices for sale
to attract the customers which contains information such as discount offer, gift
vouchers, etc.
8. Banking correspondence : The communication between company and its
bankers for matters related to deposits, withdrawals, overdraft, etc. is called
banking correspondence.
9. Insurance Correspondence : The communication between a company and
Insurance company for matters related to policy, payment of premium etc is
called Insurance correspondence.
10. Import-Export correspondence : The communication between companies of
different countries for import and export purposes with details of the product,
price, import duties etc., is called Impor Export correspondence.
11. Agency correspondence : The communication between the principal and the
agent for business purposes is called Agency correspondence.
12. Application letter : The letters containing application for any post in an
organization by an individual is called Application letter.
13. Interview letters, references, testimonials, letter of appointment, confirmation,
promotion, retrenchment, resignation..
14. The correspondence of a company secretary : The includes communication
between a company secretary with the directors, shareholders, customers,
government etc.
14
15. Correspondence with state and central government : This includes
communication by a company with the state and central government regarding the
matter of price policy, taxation etc.
16. Letters to the press : This includes letters to the editors of newspaper for
publication of matters related to business.
17. Transport correspondence : This includes letters to transport corporation
regarding the charges and modes of payment for the same.
18. Public relation letters : It includes letters to customers for maintaing a good
relationship with the public.
15
1. APPROPRIATENESS :
This means the contents of a business letter should be appropriate, which means the
matter in the letter should be related to the subject. It should not contain any
unnecessary information.
2. ACCURACY, COMPLETENESS AND CLARITY : The information in the
letter should be correct with full details, complete without any missing
information, and should be clear in the sense that the reader or receiver of the
letter does not get any doubt in the letter. The receiver should be able to
understand properly the message communicated to him.
3. COURTESY: The letter should be with business intention. There should not be
any bias in the information and proper salutation should be made to the receiver
eg: using respected sir, kindly etc.
4. TACT: A business letter should be such that it attracts the receiver easily.
Therefor sender should communicate in such a way that the receiver gets interest
in reading the message.
5. PERSUASION : The business letter should be such that it persuades or motivates
the reader to have dealing with the sender and continue to have business with the
sender.
6. CONCISENESS: The letter should be brief, it should have only the apt
information and should not be too lengthy.
7. SALESMANSHIP : It should be written with an intention of doing business and
with an aim to develop the business by increasing sales.
8. THE YOU ATTITUDE : The business letter should consist the WE attitude
instead of YOU attitude. Which means it should lead to good understanding and
relationship between the sender and the receiver.
9. THE POSITIVE AND PLEASANT APPROACH: The approach should be
positive in the sense that the intention should not have a negative approach. This
means that any business letter should have the aim of extending a good relation
with the outside world whether with a customer, other company, or government
etc. It should also contain proper and pleasant and good words.
16
THE LANGUAGE OF A BUSINES LETTER
The language of a business letter should be familiar:
Many people think that a special language called business English whish is supposed
to be somewhat different from everyday spoken English is to be used business letters.
This is a totally false notion. There are certain businesses terms like F.O.B., C.O.D, 15
days 2%, which cannot be avoided. But these terms familiar through constant use and
pose no problems. Apart from these technical terms, as far as diction and syntax are
concerned, business English is no different from the English of daily use.
17
LAYOUT STYLE OF FULLY BLOCKED LETTER STYLE:
PRASANNA PUBLISHERS
EDUCATIONAL PUBLISEHRS
Prof.S.Kishore
Jain College
Chennai.
Yours sincerely
For Prassana Publications
M.Subramaniam
Proprietor.
18
UNIT- II
BANKING CORRESPONDENCE
2. Style:
Good style in bank letters is brevity and conciseness because the customers are
businessman and they have no time to waste on super flowers reading.
The banker should not be too impersonal or formal in his letters.
4. Clarity:
Clarity in bank letters must be considered as a basic necessity. The matter should be
clear and precise and there should be no ambiguity. However, clearness should
never be sacrificed for the sake of brevity. All unnecessary details should be
avoided, must be backed by actual facts.
19
TYPES OF BANKING CORRESPONDENCE:
Form letters:
Bankers usually use a number of form letters with the set text of the matter. They have
a fixed phraseology meant to be used on different occasion in the course of business
operation of the bank. They are printed with some blanks left, to be filled in by the
customers or by the bank officials at the time of transacting any deal. They are used only
wjhen The intimation or communication is of a routine nature and when no special or
persuasive emphasis is necessary.
Individual letters:
This refers to each letter which is individually writer in each case depending on the
subject concerned and sent to others. Individual letters can be again classified into 3
kinds namely:
20
2. Letter from one bank to another:
These relate to status enquiry, negotiation of bills of exchange, clearance of bills etc.,
Here technical terms normally used in the banking business can be freely used but should
not be used in letters to the customers.
3. Letter between the head and the branch office:
These consist of
a) Letters from head office to branch office:
These include letters from the head office to the branch, which deals with matters of
administration, and convey the decisions and policies of the head office to its network of
branches. The head office should serve as a model for the branches to follow both as
regards to its mode of administration and its methods of correspondence. Therefore, the
letters from the head office to the branch should serve as a model in those qualities such
as accuracy, clearness, courtesy etc.
b) Letters from the branch office to the head office:
Letters from branch office to the head office, generally consist of
Various monthly, quarterly, half yearly or annual reports submitted by
the branch manager.
Reports from branch managers giving suggestions for further
development of business in the branch.
Letters recommending appointment of staff, promotion and transfer.
Letters containing the date of advances granted to the customer.
Letters which explain some unconventional decisions.
In short a branch manager is a trusted subordinate writing to his superiors. His letters
must be courteous, polite and full of definite facts.
INSURANCE CORRESPONDENCE
Meaning of Insurance:
Insurance is a contract between two parties (Insurer and Insured) The contract is
embodied in a document known as policy,. The insurer indemnifies the insured for a
consideration in the form of money called the premium. The contingency insured against
is called the risks.
21
Basic principles of Insurance:
1. Utmost good faith- Ubberimae fidei:
Insurance is a contract based on almost good faith. I t implies that the parties should
exchange information accurately on all aspects relating to the risks to be covered.
Failure discloses any material facts shall render the contract null and void.
2. Indemnity :
Indemnity means security against damage or loss. In the contract the insurer
undertakes to indemnify or compensate the insured for losses accruing due the risk
covered. The assurance of the event is also contingent.
3. Insurable Interest::
The insured must have an insurable interest in the subject matter of the insurance.
With out such interest the contract is null and void
Types of insurance:
1. Life insurance
2. Fire insurance
3. Marine insurance
1. LIFE INSURANCE:
Kinds of life policies:
1. Endowment policy
2. Wholetime life policy
3. Joint life policy
Life insurance correspondence:
Exchanging of letters occurs frequently between the policy holder and LIC. The LIC
has standardized most of its correspondence because most of them are of similar nature.
However, the letters from the policy holders may vary.
2. FIRE INSURANCE:
Kinds of fire policies:
1. Specific policy
2. Average policy
3. Floating policy
4. Valued policy
22
LETTERS IN FIRE INSURANCE
The correspondence in respect of fire insurance usually consists of the following g letters
relating to:
1. a request for the insurance of the proposal submitted
2. letter from the insurance company enclosing a covering note
3. notice intimating changes in the address and reply
4. notice of damage by fire
5. settlement of the claim
6. letters admitting or refusing the claim
3. MARINE INSURANCE
Kinds of marine policies
1. voyage policy
2. time policy
3. mixed policy
4. floating policy
5. valued policy
6. unvalued policy
7. open policy
LETTERS IN MARINE INSURANCE
1. sending proposal for effecting insurance
2. Inquiring about the rate of premium
3. advising the declaration of shipment of goods
4. notifying claims in the event of loss
5. acceptance of the risk
6. insurance of the certificate of declaration
AGENCY CORRESPONDENCE
23
Kinds of Agents:
1. Commission Agents
2. Declared Agents
3. Factors
4. Brokers
5. Auctioneers
6. Clearing and forwarding agents
7. Underwriters
8. Warehouse Keepers
APPLICATION LETTER
Whenever you submit your resume accompany it with a cover, or application, letter to
let readers know what youre sending why youre sending it, and how they can benefit
from reading it. Because your application letter is in your own style (rather than the
choppy, shorthand style of your resume) give a change to show your communication
skills and some personality.
Send you resume and application letter together, because each has a unique
job to perform. The purpose of your resume is to get employers interested enough to
contact you for an interview.
The purpose of your application letter is to get employers interested enough
to read your resume. Learn something about the organization youre applying to; then
focus on your audience; Imagine yourself in the recruiters situation, and Show how your
background and talents will solve a particular problem or fill a specific need the company
has. During your research, find out the name, title of the person to contact. So respect
your readers time, include nothing in your cover letter that already appears in your
resume.
Keep your letter straightforward, fact-based, short, upbeat, and professional.
(drafting cover letter) Be Specific and Avoid general objectives. Be as clear as possible
about the kind of opportunity and industry youre looking for.
Make-email cover even shorter. When sending a cover letter by e-mail, make it a bit
shorter than traditional application letters. Remember, e-mail readers want the gist very
quickly.
24
UNIT-III
REPORT
BUSINESS REPORT
TYPES OF REPORTS
a.Oral report: An oral report is simple and easy to present. It may consist in the
communication of an impression or an observation. It is very simple to give a report
orally. It does not consist any specific procedure to be followed. An oral report can be
denied at any time. But a written report is a permanent record. An oral report tends to be
vague and may contain irrelevant facts.
b.Written report : A written report is the best method of report which is most applicable
to every organization. It serves as a good record for future reference. It is a best proof. A
written report can change hands without any danger or distortion during transmission.
A written report can be referred to again and again.
25
2. Informative and interpretative reports:
(a) The report should be addressed to definite person or body of persons and it should be
started with a salutation "Dear Sir" or "Dear Sirs".
(c) The report should contain a table, which states page number in which a particular
point is available.
(d) The object of the report must be clear in the opening paragraph.
(e) The facts available in the report should be complete and reliable. (/) Repetition of
writing should be avoided.
(f) The report should be free from clumsy and it should be submitted at its proper time.
b. Non statutory report : These are reports which are not required by law to be
prepared. It is left to the decision of the management to prepare such report or not.
26
2. Informal reports : These reports are the reports prepared in an informal way. Eg.,
report submitted by an employer to supervisor about the day work done by the employee.
AGENDA
The term AGENDA means the things to be done of business to be transacted at
the meeting. Agenda paper is the program of items to be discussed at the meeting in
the order in which they will be taken. Each item needs a headline and a number.
The following is included in the formal agendas,
1. Apologies for absence
2. Minutes of previous meetings
3. Matters arising
4. Correspondence(optional)
5. Date of next meeting
6. Any other business
An agenda sometimes combined with the notice of meeting which is both
economical and ensures that people do have the opportunity to consider the business
prior to the meeting.
There are generally two ways in which the agenda for a meeting can be prepared:
1. By referring to the business very briefly by writing just one line about each item
for example:
a. to read the minutes
b. to pass transfers
27
c. to produce financial statement
2. By giving more details about each item and even sometimes including suggested
drafts of the resolution for consideration of the meeting.
The second method is found more suitable as it helps the secretary to write the
minutes easily.
MINUTES
Minutes mean a draft, memorandum, brief summary of proceeding of a assembly, a
committee etc. they are an official record of the happenings of any other gathering of any
persons. The minutes should provide a clear and concise indication of the actual
happenings at the meeting i.e., decision regarding policy, action to be taken, agreements
and resolutions placed. In a single word minutes can be described as as official record of
the proceeding of the meeting. It should be concise and accurate
TYPES OF MINUTES
There are two types of minutes
1. Minutes of resolution
2. Minutes of Narration.
28
UNIT IV
MODERN ELECTRONIC COMMUNICATION DEVICES
MODERN TELEPHONE
Telephone serves as the backbone of a company. The right telephone system is capable of
reinforcing the business in its goal to achieve good customer service. Toll free number
for instance project professional image. It is also cost effective tool to advertise or
promote the products and services offered by a company. Since the number is free to
call,it can create high response rat. In return generate additional sales.
Advantages :
It saves time.
Immediate feedback
More effective
Disadvantages :
Information not fully reliable
No face to face contact
Wrong person being communicated.
Costly for distance communication
It is not a record of communication.
DICTATING MACHINE
A dictation machine is a sound recording device most commonly used to record
speech for later playback or to be typed into print. It includes digital voice recorders
and tape recorders.
Advantages:
Helps in saving time because message is being dictated to a machine and not a
person.
Helps in grammatical accuracy
Serves as a good record
There is no interruption in between
When attempting to relay a message or idea, it's usually easier and more effective
to do so face-to-face than on paper or via email. That's because written or audio
communication alone has certain limitations that could muddle your message or result in
misunderstanding. Audiovisual communication breaks down the traditional barriers of
written communication to ensure that your audience understands the message easily,
29
resulting in better discussion and collaboration in business, education and personal
applications. Eg: of audio visual communications are Television, pictures, films,
slideshows etc.
Clarity
One of the main benefits of audiovisual media for communication is clarity. When
you send an email or write a letter, you know the type of tone and mood used in the
letter, but it could come across differently to the receiver. Audiovisual input enables
both parties to observe facial expressions and gesture, hear tones and inflections in
the voice and use both audio and visual cues to clarify each other's meanings and
positions.
Speed
Just 100 years ago, communication through written or word-of-mouth correspondence
often took weeks and months. In comparison, today's communication is immediate,
with the use of audiovisual media such as video phones, web cams and face-to-face
meetings.
Retention
Audio and visual cues, when combined, increase message retention. According to the
United States Department of Labor, a mere 10 percent of information is retained
when presented only orally and only 35 percent of information is retained when
presented only visually. But when audio and visual tools are combined to present a
message or idea, 65 percent of that information is retained. Presentation software and
video conferencing can be effective tools in meetings and lectures because your
audience receives and processes the information more effectively than it would with
more traditional approaches.
Media
By adding videos, visual aids and sound clips to your presentation, you create a
multimedia experience. This helps your communication become more engaging to the
audience using a variety of media, from mp3s to video footage to still-image
slideshows and online social media.
TELEX
In the old days (50's to 70's), before email, and even before faxes... were Telex
Machines. A telex is a teletypewriter. They are 2 consoles (or more, in a network), sitting
at opposite ends of a phone line. What is typed on one machine is automatically relayed,
and typed by the machine on the other one. The machines can be in the same building, or
at opposite ends of the globe.
The message as typed in the originating office is typed on a small strip of paper at the
receivers end. This is one of the quickest and most accurate methods of transmitting
written communication.
30
Advantages:
FACSIMILE (FAX)
The fax machine is very useful for transmitting visual material such as diagrams,
illustrations, photographs or copies of artwork visuals. It is a fax machine with a
connected telephone. As the document to be transmitted is fed through the machine, it is
electronically scanned and signals are transmitted to the receiving end, where an identical
copy of the document is reproduced on a blank sheet of paper by the receiving machine.
Charts, graphs, other visuals cannot be sent through telex. But they can be easily
sent through fax. Faxing a document is like transmission of a photocopy of the
document.
Moreover, telex sends a typed text (same as in a telegraph) whereas fax sends a
copy of a text. Therefore telex is more accurate than fax.
E-mail (popular name for electronic mail) involves sending messages via
telecommunication links. If two computer terminals, however distant from each other,
are connected on network, it is possible to send messages from one to the other. The
message is typed on a computer screen at one end, and is conveyed to the other end
through electric impulses. The person operating the computer terminal at the
receiving end is alerted by a signal that a message, or mail, meant for him is in the
electronic mailbox. Or he can occasionally see his mailbox to check for any incoming
mail.
To be able to use E-mail all that one needs is an access to a network area, a PC, a
telephone, a modem with its software and the basic knowledge of using software,
which is easy to acquire. One does not have to be a computer expert to be able to use
E-mail nor does need a separate telephone line for it. Modems are not every
31
expensive either. It has also been discovered that sending messages by E-mail is quite
cost-effecient.
Advantages of E-mail
You can check your mailbox and receive your messages at your leisure.
Email saves you fro telephone tags. As long as people keep checking their
mail boxes regularly, the communication cycle continues to work efficiently.
VOICE MAIL
Voice mail, strictly speaking, is a form of email only. Here, a message, instead of
being communicated in a written form, is sent in the voice of the caller. Like Email it
is very easy to use and is a convenient way of leaving short messages for someone
who is not immediately available.
INTERNET
Advantages of Internet
We can send email across the world.
There exist groups of people with common internets. They can all be the buyers of a
companys product or chess lovers. Such interest groups are referred to as mailing
lists. We can subscribe to any of such lists, which means that we can receive copies of
all the mail sent to the list and we can also send mail to all the subscribers of all the
mail sent to the list and we can also send mail to all the subscribers of the list. Thus
Internet can be easily used for publicity and advertisement.
We can use if for tele-conferencing.
We can have an electronic copy of journals and magazine for the Internet.
We can be in touch with people around the world.
We can provide technical support to the customers.
We can do electronic commerce on the Internet.
32
TELECONFERENCING
A computer network that spans a relatively small area. Most LANs are confined to a
single building or group of buildings. LANs are capable of transmitting data at very fast
rates, much faster than data can be transmitted over a telephone line; but the distances are
limited, and there is also a limit on the number of computers that can be attached to a
single LAN.
LAN can be connected to other LANs over any distance via telephone lines and
radio waves. A system of LANs connected in this way is called a wide-area network
(WAN).
VIDEO CONFERENCING
33
UNIT V
Management
Management for purpose MIS consist of the activities carried out by
manager. The planning, organizing and controlling, staffing, analyzing, co-
ordination, directing, motivating, decision making all are major activities of the
business.
Information
Information consist classifying, analyzing, recording to the perfect
management process. The information classified buy customer and location
cumulative sale distribution amount customers and used by management for
purpose of information.
System
A system is a set off two or more elements such a people thinking and
concepts and aim and achievement goals in common objecting of system. A
system set off many
Meaning of MIS
Management information systems are the study of information system
focusing on their use in business and management. Davis and Olson in 1985 have
mentioned that the study of MIS arose in the 1970s to focus on computer based
information systems aimed at managers.
34
Information
Management System
Definition of MIS
35
(iv) Information utilization:
This useful information is retrieved as needed by the management and
technical personnel and applied to a wide variety of decisions related to the
conduct of organizational operations
Organization system
Public system
Public system and private system
Formal Informed
structured unstructured
systems systems
Formal Informal
FEATURES OF MIS
Jerome kanter in his work titled management information systems mentions several
Features of MIS. Some of them are:
36
Integrated system:
FIVE MS-Men, Money, Materials, Machines and Methods are the
basic resources of management information and is recognized as an important
factor and its effective use contributes to the success of the management. IS the
catalyst and nerve centre of an organization it becomes necessary that they
have to be viewed as an integrated system, so that the result is balanced? It binds
together databases of all subsystems of the business system and through
information interchange, integrates the organization.
Avoids redundancy in data storage:
Since MIS is an integrated system, it avoids unnecessary duplication and
redundancy in data gathering and storage
Common data flow:
Common data flow tries to utilize minimum data processing effort and
strives to minimize the number of output documents and reports. This type of
integration can avoid duplication, simplify operations and produce an effective
MIS. But separate files should be opened which are significant to one application
with the use of common data flow.
Heavy planning element:
Design and implementation of MIS require detailed and meticulous
planning of such activities as acquisition and deployment of hardware, software,
human ware, data processing operations, information presentation and feedback
Subsystem concept:
MIS gives provision for breaking into various subsystems based on the
activity as well as the functions of the organization, so that effective
implementation of each subsystem is possible at a time.
Common database:
It acts as a master that holds the functional subsystems together. It
achieves this aim by allowing access to different master files of data to several
functional subsystems. Data requirements fir different levels of management also
support the need of more than one database, unique databases and common
database.
37
Flexibility:
MIS has been designed flexible enough to accommodate new
requirements. The system is easy to operate so that not much computer skills are
required on the part of the user to access database for information or for carrying
out special analysis of data.
Computerization:
MIS can be computerized because of its nature as a comprehensive
system. This provides speed in creating and accessing files, accuracy, consistency
in data processing, reduction in clerical work, avoid human errors etc.
38
5. Evaluation of MIS
Capable of meeting the information requirements in future as well. It requires
MIS evaluation appropriate timely action. Evaluation should consider
Whether enough flexibility exists
Users and designers views
Appropriate action steps
MIS Model
Modules of management information system are:
Data collection module
Data storage module
Data processing module
Information reporting module
Decision support module
Control support module
Modeling and simulation module
Data collection module:
The data collection module aims at collecting and capturing the input data from
the data sources. The data collected through this module is used by other modules of MIS
to provide the required outputs. The size and structure of this module largely depends on
the nature and type of data, the transaction volumes and method of data collection.
Data storage module:
The data storage module aims at proper storage of the data collected by the data
collection module in order to make it available for data processing activity which is
governed by the data processing module. The data storage activities often involve
magnetic storage of data on computers.
Data processing module:
The data processing module aims at converting data into information. The design
and structure of the data processing module would depend on several factors such as
information requirements, transaction volumes, complexity of computations, processing
speed requirements and so on.
39
The information reporting module:
The information reporting module uses the output of the data processing module.
Using these inputs, the information reporting module generates actionable information.
The stress of this module is to present the information in a form that is convenient for the
end users of information.
Decision support module:
The decision support module of MIS aims at providing the information that
facilitates the decision making activity.
The scope of the decision support module is restricted to providing the
information support for the decision making activity. The decision making is considered
to be outside the scope of the decision making activity. The decision making is often
considered as a human activity which is external to the decision support module.
Control support module:
Control support module aims at providing information support for the control
activities in business organization. The activities of planning set a goal against which the
actual performance is compared through the control function. This activity is often
expressed in terms of feedback control mechanism.
40