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Business Communication 1

Business Communication 1

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Published by Rakesh Ghosh

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Published by: Rakesh Ghosh on Jun 23, 2012
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Master of Business Administration-MBA Semester 1
Business Communication - 4 Credits
 (Book ID: B1128)Assignment Set- 1 (60 Marks)Q.1 Explain the different types of communication with relevant examples?
Communication is a process that involves exchange of information, thoughts, ideas and emotions.Communication is a process that involves a sender who encodes and sends the message,which is then carried via the communication channel to the receiver where the receiver decodesthe message, processes the information and sends an appropriate reply via the samecommunication channel.Types of Communication: Communication can occur via various processes and methods anddepending on the channel used and the style of communication there can be various types of communication.Types of Communication Based on Communication Channels: Based on the channels used forcommunicating, the process of communication can be broadly classified as verbal communication andnon-verbal communication
Verbal Communication:
 Verbal communication includes written and oral communication whereas the non-verbalcommunication includes body language, facial expressions and visuals diagrams orpictures used for communication. Verbal communication is further divided into written and oralcommunication. The oral communication refers to the spoken words in the communication process.Oral communication can either be face-to-face communication or a conversation over the phone or onthe voice chat over 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, whichwill include the body posture, the hand gestures, and overall body movements. The facial expressionsalso play a major role while communication since the expre
ssions on a person‘s face say a lot about
his/her mood. On the other hand gestures like a handshake, a smile or a hug can independently conveyemotions. Non verbal communication can also be in the form of pictorial representations, signboards, oreven photographs, sketches and paintings.
Types of Communication Based on Style and Purpose
Based on the style of communication, there can be two broad categories of communication, which areformal and informal communication that have their own set of characteristic features.
Formal Communication:
It 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 formalcommunication is straight forward, official and always precise and has a stringent and rigid tone to it.
Informal Communication:
It communication includes instances of free unrestrained communicationbetween people who share a casual rapport with each other. Informal communication requires twopeople to have a similar wavelength and hence occurs between friends and family.Informal communication does not have any rigid rules and guidelines. Informal conversations need notnecessarily have boundaries of time, place or even subjects for that matter since we all know thatfriendly chats with our loved ones can simply go on and on.
Q.2 What are the general principles of writing especially business writing?
The process of good writing involves three basic steps - preparing, writing, and editing. Practicing thefollowing 16 principles will help you be a more effective writer
1. Know your objective:
Think before you write. What's your goal? Make sure you fully understandthe assignment. Are you writing a one-paragraph executive summary or a five-page report? Tryanswering this question: What specifically do I want the reader to know, think, or do?
2. Make a list:
Write down the ideas or points you want to cover. Why? This helps you get started inidentifying the key ideas you want to discuss. If you have trouble getting started, try discussing yourideas with someone else. "Kicking an idea around" often helps you clarify your objective and fine-tunewhat you are trying to accomplish.
3. Organize your ideas:
Just as it's difficult to find what you want in a messy, disorganized desk drawer, it's hard to find important ideas in a poorly organized message. Here are a few ways you canorganize your ideas: Importance Begin with the most important piece of information and then moveon to the next most important. Chronological order - Describe what happened first, second, third.Organize your ideas so the reader can easily follow your argument or the point you are trying to getacross. Or the solution you recommend.Question-Answer - State a question and then provide your answer. Problem-Solution -Define theproblem, and then describe possible alternatives
4. Back it up:
Have an opinion but back it up - support with data. There are a number of ways youcan support your ideas, including explanations, examples, facts, personal experiences,stories, statistics, and quotations. It's best to use a combination of approaches to develop andsupport your ideas.
5. Separate main ideas:
Each paragraph should have one main point or idea captured in a topicsentence. The topic sentence is normally the first sentence in the paragraph.
6. Use bullets or numbers:
If you are listing or discussing a number of items, use bulletsJoin the Business Club to:
Increase sales
Gain new marketing ideas
Make new friends
Give back to your profession
7. Write complete sentences:
A sentence is about someone doing something
taking action. Thesomeone may be a manager, employee, customer, etc. The "doing something- taking action" can ilprocess such as thinking, evaluating, deciding or physical actions such as writing and talking. A goodrule to practice is to have subjects closely followed by their verbs.
8. Use short sentences:
Sentences should be a maximum of 12 to 15 words in length. According toAmerican Press Institute, sentences with 15 or fewer words are understood 90% of the time. Sentenceswith eight or fewer words are understood 100% of the time.
9. Be precise and accurate:
Use a comma to separate adjectives: That tall, distinguished,good-looking professor teaches history. Reduce communication breakdowns by being specificand precise. Define terms as needed. The reader may not understand certain acronyms andabbreviations.
10. Use commas appropriately:
Use a comma to separate the elements in a series of three or moreitems: His favorite colors are red, white, and blue. Use a comma to set off introductory elements: Aftercoffee and donuts, the meeting will begin. Words like "large,""small," "as soon as possible," "they,""people," "teamwork," and "customer focus" are vague and imprecise. The reader may interpret thesewords to mean something different.
11. Use the correct word:
Here are several words that cause confusion. You're is a contraction for
"you are" Your means possession, such as "your coat”.
 It's is a contraction for "it is." Its indicates possession.Their means possession/ownership-"their house." There means location.
12. Avoid redundancies:
It is a redundancy to use multiple words that mean or say the same thing. Forexample, consider the following:Redundant -
My personal beliefs… Beliefs are personal, so just state, My
beliefs...Redundant - I decided to paint the machine gray in color. Gray is a color,so just state, I decided to paint the machine gray.
13. Numbers:
When using numbers in the body of your paper, spell out numbersone through nine, such as
"Three men decided…" When using numbers 10 or above
it'sproper to
write the number, such as "The report indicated 68 customers…"
14. Have a conclusion:
Would you really enjoy watching a movie or sporting event that had noconclusion? No. The conclusion ties your points together. The reader wants to know the final score- the bottom line message.
15. Edit your work:
Read what you have written several times. On your first read, focus onorganization and sentence structure. Shorten long sentences. Cross out unnecessary words and phrases.Reorganize material as needed. Read it again and make sure commas are used appropriately and thatthere is a punctuation mark at the end of every sentence. Read it a third time and focus on wordchoice. Are there certain words that are vague or unclear? Replace them with specific words. Readwhat you have written aloud to yourself or to a friend to see if he or she (and you)can understand it and improve it in any way. A significant part of good writing involves editing.Very few people can sit down and write a perfect paragraph on their first try. It requires multiplerewrites.
You don't have to be a great writer to be successful manager/leader. However you must beable to clearly and succinctly explain your thoughts and ideas in writing. Strive to be simple, clear, andbrief. Like any skill, "good writing" requires practice, feedback, and ongoing improvement.
Q.3 How would you prepare yourself for an oral business presentation?
Delivering a formal presentation can be either fairly stress-free or nerve wrecking. Your level of comfort can depend on the size of your audience, the critical spectators attending your

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