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Download this Document for Free WithLotsofLucks:Ali www.winsofttech.org 1 Master of Business Administration - MBA Semester 1 MB0039 Business Communication - 4 CreditsAssignment Set- 1 (60 Marks) Note: Each question carries 10 Marks. Answer all the questions.Q.1 Explain the different types of communication with relevant examples. (10 marks) Communication is a process that involves exchange of information, thoughts, ideas andemotions. Communication is a process that involves a sender who encodes and sends themessage, which is then carried via the communication channel to the receiver where the receiverdecodes the message, processes the information and sends an appropriate reply via the samecommunication channel. Types of Communication: Communication can occur via various processes and methods and depending on the channel usedand the style of communication there can be various types of communication. Types of Communication Based on C ommunication Channels: Based on the channels used for communicating, the process of communication can be broadlyclassified as verbal communication and non-verbal communication. Verbal communicationincludes written and oral communication whereas the non-verbal communication includes bodylanguage, facial expressions and visuals diagrams or pictures used for communication.Verbal CommunicationVerbal communication is further divided into written and oral communication. The oralcommunication refers to the spoken words in the communication process. Oral communicationcan either be

face-to-face communication or a conversation over the phone or on the voice chatover the Internet. Spoken conversations or dialogs are influenced by voice modulation, pitch,volume and even the speed and clarity of speaking. The other type of verbal communication iswritten communication. Written communication can be either via snail mail, or email. Theeffectiveness of written communication depends on the style of writing, vocabulary used,grammar, clarity and precision of language. Nonverbal Communication: Non-verbal communication includes the overall body language of the person who is speaking,which will include the body posture, the hand gestures, and overall body movements. The facialexpressions also play a major role while communication since the expressions on a persons facesay a lot about his/her mood. On the other hand gestures like a handshake, a smile or a hug canindependently convey emotions. Non verbal communication can also be in the form of pictorialrepresentations, signboards, or even photographs, sketches and paintings.

WithLotsofLucks:Ali www.winsofttech.org 2 Types of Communication Based on Style and Purpose: Based on the style of communication, there can be two broad categories of communication,which are formal and informal communication that have their own set of characteristic features.Formal CommunicationFormal communication includes all the instances where communication has to occur in a setformal format. Typically this can include all sorts of business communication or corporatecommunication. The style of communication in this form is very formal and official. Officialconferences, meetings and written memos and corporate letters are used for communication.Formal communication can also occur between two strangers when they meet for the first time.Hence formal communication is straightforward, official and always precise and has a stringentand rigid tone to it. Informal Communication: Informal communication includes instances of free unrestrained communication between peoplewho share a casual rapport with each other. Informal communication requires two people to havea similar wavelength and hence occurs between friends and family. Informal communicationdoes not

have any rigid rules and guidelines. Informal conversations need not necessarily haveboundaries of time, place or even subjects for that matter since we all know that friendly chatswith our loved ones can simply go on and on. by kvsudepizzacom. Q.2 What are the general principles of writing especially business writing? (10 marks)Principles of Business Writing: The principles of Good Business Letter can be described in the following ways:1) Knowing the Addressee Good Business Letter should contain the relevant informationabout the knowledge of subject and the person to whom it is addressed. It will create maximuminfluence on the reader and will benefit in best possible way.2) Writing Naturally Good Business Letter should have genuineness in expression of thoughts or ideas. It should be written in soft spoken language and the reader should believe thatwe are in conversation with him.3) Writing Clearly and Without Ambiguity Good Business Letter should be free from anyconfusion or ambiguity. It should insured clarity of thoughts with no omission of words, nofaulty punctuation and no disorderly arrangement of facts. There has to be affixation of full stopsand commas at right places so that there is no change in the sense or subject of the matter.Besides this, there has to be proper specification of numbers and figures to maintain theauthenticity of the matter. The faulty punctuations or faulty words may prove disaster or failurefor the business relations.

WithLotsofLucks:Ali www.winsofttech.org 3 4) Writing Completely Good Business Letter should have all the relevant facts andcomplete information so that there are no unnecessary queries. The letter should be complete inall aspects and everything should be described or written specifically.5) Courtesy and Consideration The courtesy in business correspondence is simply notrestricted to obligatory words like Thank you or Please but implies to promptness inattending to the letters. It is important to acknowledge letters when it is not possible to giveimmediate replies. There has to be politeness in declining business proposals or saying no andit has to be done in decent manner. In business, courtesy begets courtesy, so there has to becongenial and friendly with business associates and parties.6) Avoiding Jugglery or Jumbling of Words It is important that the language of the

lettersshould be simple and should not be like essay or article from literary point of view. It has to bewritten in short sentences with simple words. The letter should not have typical or difficult wordsand it should be refrained from verbose or prosaic style of writing.7) Avoiding the use of commercial words/phrases/abbreviations The use of commercialwords/phrases/abbreviations should be avoided as they have become obsolete and out of practice. There are some important commercial terms that cannot be substituted, yet they shouldbe minimize or avoided in the letters.8) Effectiveness Good Business Letter should be concise, precise, relevant, concrete andconsistent so that it is easily understood by the reader and its contents should be fully followed.The letter should be arranged in the relevant way so that the important facts should be givenprime importance. It should be followed by other important facts in continuation so that theentire letter becomes link chain. The letter can be divided into small paragraphs and eachparagraph should contain specific type of information. It should be not too short or too lengthy asthis may prove monotonous or irrelevant in a business letter to the reader.9) Planning the Letter The writer of the letter should have good thinking power and shouldplan out its contents before writing the letter. It helps in assorting all relevant facts, figures andplaces so that the letter becomes more useful and result oriented. The following steps are to betaken for planning a letter and they are as follows:a) Collecting facts or information It refers to collecting all the relevant facts orinformation to be included in the letter.b) Selecting right or accurate style/approach It implies to the initiation of letter and can bedone through three approaches or styles. They are:1) Direct In this type we can jump into main issue or conclusion before giving any type of preface or introduction. For example Enquiries, Quotations, Orders etc.2) Indirect It involves making indirect or preface for the main information, issue orsubject 3) Persuasive It should be written in a way that the reader should be motivated and itscontent should arouse his interest to create a demand for the business. For example salesexecutive offering lucrative offers to sell his products through effective business letter writing.c) Arranging Facts, Figures and Places The collected information of the relevant facts,figures and places should be arranged and assorted properly so that the letter becomes link chainand should be able to satisfy readers.10) Checking or Revising the Letter The business letter should be revised and checkedthoroughly before signature and dispatch. It is done to assure accuracy, clarity and effectivenessof a

business letter. It should be free from faulty words, faulty punctuation, and incompleteinformation etc for congenial and prosperous business relations. Q.3 How would you prepare yourself for an oral business presentation? (10 marks) Delivering a formal presentation can be either fairly stress-free or nervewrecking. Your level of comfort can depend on the size of your audience, the critical spectators attending yourpresentation, or the feedback that you may anticipate. Whatever you may find as a cause forconcerns about speaking before a group, never let it be your knowledge about what you willspeak. With thorough and effective research about your subject, you will discover that you arealready halfway prepared to address your listeners. The following steps can complete yourpreparation. Instructions: 1. Study your subject. You may have already been provided great information from which youcould pull. But if there are other sources, such as the Internet or experts, use them to enhanceyour own insight. Doing so can also help you develop more confidence in your speech.

2. In the comfort of your own study lab (wherever that may be), anticipate all types of responding questions from people in your audience: challenging questions, critical questions,crazy questions, and simple questions (the ones which are so simple that you forgot to prepare ananswer for). Equip yourself with facts and insight accordingly. For enlightenment on people'sviews, I have read several message boards and even complaint sites to help me prepare for theunexpected.3. Organize the notes from which you will speak. Whether typed or handwritten, you must beable to comprehend them in order to convey them to an audience. So, if you jot your notes downon index cards, write legibly.Also, bind the notes - paper or cards - that you plan to use during your presentation. Droppingloose papers or cards during your speech should not distract an attentive listener, but it cancertainly distract you, the speaker. Make your task a tad bit easier on yourself alleviating thepossibility of that problem.

4. If you decide to speak with the aid of a Power Point presentation, bear in mind how you willinsert information to be displayed. Don't expect an audience to read lengthy sentences or anyparagraph - no matter how much time they are given.By all means, do not prepare yourself to read every word written on that Power Point. Theaudience does not need to see the back of your head. They don't need to hear your voice drift intoa state of monotony, which is what can happen if you read word-for-word from your notes.5. Practice your presentation in private and be willing to be your own biggest critic. Grab a taperecorder or any recording device to listen to your own speech.6. As I expressed above, approach the podium with a solid knowledge base about every pointyour will discuss.7. Please do not imagine your audience in their underwear. You need to focus. If eye contactwith any of those listeners intimidates you, then look just past the last row of people to land yoursight on either some empty seats or the wall. There are corners of walls and other inanimateobjects where you can place your focus until you find yourself comfortable enough to make brief eye contact with a few friendly or neutral faces.8. Remember that the last row of listeners need to hear your voice. Unless you have a reliablemicrophone, be sure to project.9. Do not overestimate your listeners' attention spans. Keep their interest. Give your tone somerange (logical range, that is). And wherever your subject and the points from which you speak will allow, engage your audience with illustrations which they can relate to.10. Please impose neither overly technical terminologies nor acronyms on your audience. Whilethese expressions of intelligence seem effective, they actually reflect a lazy effort tocommunicate detailed and comprehensible information to listeners.11. Remember that, at this point, there should be no reason to lose confidence. If you've studiedyour subject, grasped a clear understanding of it, and followed the tips above, you have the toolsto

conquer any sharp sensation that you may feel in the pit of your gut

going before any group

Q.4 You are a team manager having 15 members in your team. Two of your key teammembers are on 3-weeks leave. You have to call for a monthly team meeting within a week.How effectively you would plan and carry out this meeting? (10 marks)Q. 5 Distinguish between circulars and notices along with formats. (10 marks) A circular is a communication meant to convey information of a business firm to customers,business Mends etc. In the course of business, occasions will arise to send out circular letters.The sender aims giving certain information to the public. There are also other ways tocommunicate or advertise in newspapers or journals.