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MB0039 –MBA-1st Sem 2011 Assignment Business Communication -Part-1

MB0039 –MBA-1st Sem 2011 Assignment Business Communication -Part-1

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Published by Ali Asharaf Khan
MB0039 –MBA-1st Sem 2011 Assignment Business Communication -Part-1
MB0039 –MBA-1st Sem 2011 Assignment Business Communication -Part-1

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Published by: Ali Asharaf Khan on May 25, 2011
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With Lots of Lucks: Ali
www.winsofttech.org 1
Master of Business Administration - MBA Semester 1MB0039 – 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 Communication 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 person’s 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.
 
With Lots of Lucks: 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.
 
With Lots of Lucks: 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.

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