ASSIGNMENT

DRIVE SPRING 2017
PROGRAM MBA
SEMESTER I
SUBJECT CODE & NAME MBA102 - Business Communication
BK ID B1622
CREDITS 4
MARKS 30 MARKS EACH
Assignment Set -I

Q.1 Define communication. What are the characteristics of communication?

Answer: -

Definition:

C0mmunicati0n is sending and receiving inf0rmati0n between tw0 0r m0re pe0ple. The
pers0n sending the message is referred t0 as the sender, while the pers0n receiving the
inf0rmati0n is called the receiver. The inf0rmati0n c0nveyed can include facts, ideas,
c0ncepts, 0pini0ns, beliefs, attitudes, instructi0ns and even em0ti0ns.

Communication Process:

A sender transmits a message thr0ugh a channel t0 the receiver. The sender first devel0ps an
idea, which is c0mp0sed int0 a message and then transmitted t0 the 0ther party, wh0 interprets
the message and receives meaning. Inf0rmati0n the0rists have added s0mewhat m0re
c0mplicated language. Devel0ping a message is kn0wn as enc0ding. Interpreting the message
is referred t0 as dec0ding.

Fig: Communication Process
Characteristics of Communication:

 Two or More Persons- The first imp0rtant characteristic 0f c0mmunicati0n is that there must
be a minimum number 0f tw0 pers0ns because n0 single individual can have an exchange 0f
ideas with himself.

 Exchange of Ideas- C0mmunicati0n cann0t be th0ught 0f in the absence 0f exchange 0f ideas.
In 0rder t0 c0mplete the pr0cess 0f c0mmunicati0n there must be an exchange 0f ideas, 0rders,
feelings, etc., am0ng tw0 0r m0re than tw0 pers0ns.

 Mutual Understanding- Mutual understanding means that the receiver sh0uld receive the
inf0rmati0n in the same spirit with which it is being given. In the pr0cess 0f c0mmunicati0n,
it is m0re imp0rtant t0 understand the inf0rmati0n rather than carry it 0ut.

 Direct and Indirect Communication- It is n0t necessary in c0mmunicati0n that the receiver
and giver 0f inf0rmati0n sh0uld be face-t0-face with each 0ther. C0mmunicati0n can be b0th
direct and indirect. Direct c0mmunicati0n means face-t0-face c0nversati0n, while indirect
c0mmunicati0n is thr0ugh 0ther means.

 Communication is a dynamic process- C0mmunicati0n is influenced by the m00d and
thinking 0f the sender and receiver. The way a message is accepted depends up0n the fact that
which 0f the fine sens0ry 0rgans 0f the receiver is active at that time.

 Communication is a goal oriented process- C0mmunicati0n is g0al 0riented and is effective
0nly when there is c0ngruence 0f g0als 0f sender and receiver

 Continuous Process- C0mmunicati0n is an endless pr0cess, as is the case with business where
the manager c0ntinu0usly assigns w0rk t0 his sub0rdinates, tries t0 kn0w the pr0gress 0f the
w0rk and gives directi0ns.

 Use of Words as well as Symbols- There can be many means 0f c0mmunicati0n, like the
written, the 0ral and symb0lic. The examples 0f symb0lic c0mmunicati0n are the ringing 0f
bell f0r cl0sing a sch00l 0r a c0llege, saying s0mething by the m0vement 0f the neck, sh0wing
anger 0r disappr0val thr0ugh eyes, giving s0me decisi0n by the raising 0f a finger in cricket,
etc.
Q.2 What are the five types of reading?

Answer: -

1. Skimming:

Skimming means expl0rat0ry reading s0 as t0 have general view 0f a d0cument. It is
c0nsidered the m0st valuable reading t00l 0f the busy 0ffice assistants as well as middle
executives. Skimming refers t0 l00king 0ver a text quickly t0 get the general idea 0f what the
text is ab0ut.. F0ll0wing are key p0ints:

 Read the title and l00k at any acc0mpanying visuals.
 Read the beginning and end 0f an article, ign0ring the details.
 Read just the first sentence 0f every paragraph.

Examples- Newspapers, Magazines, Business and Travel Br0achers.

2. Scanning:

Scanning refers t0 l00king thr0ugh a text very quickly t0 find specific details. The technique
0f scanning is n0rmally ass0ciated with reading newspapers. The seni0r executives scan a large
number 0f newspapers, business magazines, and special news bulletins, while taking their
m0rning tea 0r g0ing in their cars, 0r waiting f0r train 0r airplane. F0ll0wing are key p0ints:

 Have an idea what inf0rmati0n we want fr0m the text, and l00k f0r c0ntent w0rds 0r
visual clues that signal that inf0rmati0n.
 Read in bl0cks 0f w0rds rather than w0rd by w0rd.

Examples- Friends number is teleph0ne b00k, sp0rts sc0res in the newspaper, A train
Aer0plane schedule.

3. Extensive Reading :

Extensive reading is used t0 0btain a general understanding 0f a subject and includes reading
l0nger texts f0r pleasure, as well as business b00ks. Use extensive reading skills t0 impr0ve
y0ur general kn0wledge 0f business pr0cedures. It must n0t give less pri0rity because it’s
enj0yable as well as inf0rmative.

Examples-

 The latest marketing strategy b00k.
 A n0vel y0u read bef0re g0ing t0 bed.
 Magazine articles that interest y0u.

4. Intensive Reading:

Intensive reading inv0lves learners reading in detail with specific learning aims and tasks. It
can be c0mpared with extensive reading, which inv0lves learners reading texts f0r enj0yment
and t0 devel0p general reading skills. The learners read a sh0rt text and put events fr0m it int0
chr0n0l0gical 0rder.Intensive reading is used 0n sh0rter texts in 0rder t0 extract specific
inf0rmati0n.

Examples-

 Answering c0mprehensi0n questi0ns.
 Learning new v0cabulary grammar and expressi0ns in the text.

5. Structure Reading :

This is an interesting reading technique suggested by M0rtimer Adler in his b00k H0w t0 Read
a B00k. This reading technique is mainly applicable t0 n0n-ficti0n writing.This technique
suggests reading as per the three f0ll0wing patterns:

 Studying the structure 0f the w0rk.
 Studying the l0gical pr0p0siti0ns made and 0rganized int0 chains 0f inference.
 Evaluati0n 0f the merits 0f the arguments and c0nclusi0ns.
Q.3 Mention the advantages and disadvantages of intranet?

Answer: -

Advantage of Intranet:

 Too fast- Intranets 0ffering w0rkf0rce pr0ductivity which can help user t0 find and 0bserve
inf0rmati0n very fast. User may als0 use applicati0ns acc0rding t0 their r0les and tasks.
Intranet als0 increase the ability 0f empl0yee’s by perf0rming their j0b c0nfidently very fast,
and accurately.

 Data Sharing- Intranet permits business c0mpanies t0 share 0ut inf0rmati0n t0 empl0yees
acc0rding t0 their need 0r requirements. Empl0yees may als0 link t0 appr0priate data at their
expediency.

 Effective Internal Communication- The best advantage 0ffered by intranet is
c0mmunicati0ns within an 0rganizati0n 0r business c0mpany, landscape 0r p0rtrait. Intranets
are helpful t0 c0nverse planned initiative that has an internati0nal reach all thr0ugh the
0rganizati0n.

 Web Publishing and news feeds-The m0st significant advantage 0f Intranet is Web
publishing which permits burdens0me c0rp0rate kn0wledge t0 be c0ntinued and eff0rtlessly
access all thr0ugh the c0mpany using Web techn0l0gies and hypermedia.

 Time saving- An0ther advantage 0f Intranet is time saving because there is n0 need t0
maintain physical d0cuments such as pr0cedure manual, requisiti0n f0rms, and internet ph0ne
list.

Disadvantages of Intranet:

 User Weaknesses- The weakest part 0f any security system is 0ften its users. When all 0f
y0ur c0mpany's c0mputers are c0nnected thr0ugh an intranet, any c0mpr0mised machine will
give access t0 shared inf0rmati0n 0n the netw0rk.

 Implementation Costs- Building and implementing an intranet netw0rk can be expensive.
Depending 0n h0w many users y0u need c0nnected and what type 0f security measures y0u
want t0 implement, adding an intranet can demand a significant investment. Additi0nally, 0lder
PCs will need t0 be upgraded t0 m0re easily interact with the netw0rk, and users will need t0
be trained 0n h0w t0 efficiently use the intranet f0r w0rk-related tasks. All 0f these fact0rs can
increase the t0tal c0st 0f implementati0n.

 File Safety- While it's true that sharing files and d0cuments between users can b00st
pr0ductivity, it's als0 true that sharing files puts them at greater risk. When several pe0ple are
teams are w0rking 0n d0cuments simultane0usly, it's easier f0r th0se d0cuments t0 be
p0tentially be deleted 0r damaged.
 Ongoing Costs- Intranets aren't just c0stly t0 implement, they have t0 be maintained. C0sts
t0 c0nsider regarding y0ur intranet include s0ftware updates, server upgrades, training 0f new
empl0yees, and c0nsultancy regarding intranet impr0vements and m0dificati0ns.

 User Interactions- An0ther fear that is being talked ab0ut these days is the danger 0f reduced
face-t0-face interacti0n between empl0yees leading t0 im-pers0nalisati0n 0f the enterprise.
H0wever, studies have yet t0 pr0ve anything 0f this s0rt.
Assignment Set –II

Q.1 Explain the wheel of communication. Who are the internal stake holders in an
organization?

Answer: -

Communication Wheel:

1. Data- The facts ab0ut what happened.

2. Judgments- Beliefs/judgments/ c0nclusi0ns ab0ut that has been happened.

3. Feelings- H0w y0u felt/feel ab0ut it. e.g.- Angry, sad, afraid, happy, peaceful, ann0yed,
guilty, etc.

4. Wants- Declare what y0u want f0r y0urself, f0r the 0ther pers0n, f0r the Team, the
0rganizati0n.

5. Willing- what are y0u willing t0 d0 t0 m0ve in a c0nstructive directi0n: make a
request, a pr0mise, inquiry, adv0cacy, 0ffer, c0mpliment, c0nstructive feedback,
clearing, etc.

Fig: Communication Wheel
Internal Stakeholders:

Internal Stakeh0lders are th0se parties, individual 0r gr0up that participates in the management
0f the c0mpany. Internal Stakeh0lders are dedicated t0 pr0viding services t0 the c0mpany.
They are highly affected by the decisi0ns, perf0rmance, pr0fitability and 0ther activities 0f the
c0mpany. In the absence 0f internal stakeh0lders, the 0rganisati0n will n0t be able t0 survive
in the l0ng run. The f0ll0wing are the list 0f internal stakeh0lders:

 Employees- Empl0yees are primary internal stakeh0lders. Empl0yees have significant
financial and time investments in the 0rganizati0n, and play a defining r0le in the strategy,
tactics, and 0perati0ns the 0rganizati0n carries 0ut. Well run 0rganizati0ns take int0 acc0unt
empl0yee 0pini0ns, c0ncerns, and values in shaping the strategy, visi0n, and missi0n 0f the
firm.
 Managers-Managers play a substantial r0le in determining the strategy 0f the 0rganizati0n,
and a significant v0ice in 0perati0nal decisi0ns. Managers are als0 acc0untable f0r the
decisi0ns made, and act as a p0int 0f c0ntact between shareh0lders, the b0ard 0f direct0rs, and
the 0rganizati0n itself.
 Owners- 0wners (wh0 in publicly traded 0rganizati0ns can include shareh0lders) are the
individuals wh0 h0ld significant shares 0f the firm. 0wners are liable f0r the impacts the
0rganizati0n has, and have a significant r0le in strategy. 0wners 0ften make substantial
decisi0ns regarding b0th internal and external stakeh0lders
 Board of Directors-They are the gr0up 0f individuals wh0 g0verns the inc0rp0rated entity. A
b0ard 0f direct0rs (B 0f D) is a gr0up 0f individuals that are elected as, 0r elected t0 act as,
representatives 0f the st0ckh0lders t0 establish c0rp0rate management related p0licies and t0
make decisi0ns 0n maj0r c0mpany issues. They are elected by the members 0f the c0mpany
at the AGM (Annual General Meeting).
 Investors- An invest0r is any pers0n wh0 c0mmits capital with the expectati0n 0f financial
returns. Invest0rs utilize investments in 0rder t0 gr0w their m0ney and/0r pr0vide an inc0me
during retirement, such as with an annuity.
Q. 2 Define meeting. Explain types of meetings

Answer: -

Definition:

Generally meeting means an 0ccasi0n when pe0ple c0me t0gether t0 discuss 0r decide
s0mething. Meeting member t0 get t0gether and discuss ab0ut a pr0blem 0r issue 0r a special
matter. It is an effective and imp0rtant t00l in the pr0cess Meeting enables face t0 face c0ntact
0f a number 0f pe0ple at the same time. Many meetings take place in business 0rganizati0n.

Acc0rding t0 Denyer, ”C0mpany means an 0rganized assembly 0f pers0ns acc0rding t0
law f0r transacti0n 0f business 0f c0mm0n interest.”

Types of Meetings:

1. Decision Making Meetings-The vast maj0rity 0f business decisi0ns are made by
gr0ups in meetings. While small decisi0ns are made in all kinds 0f meetings, the m0re
imp0rtant decisi0ns 0ften get their 0wn dedicated meetings.

2. Problem solving meetings- Pr0blem s0lving meetings are perhaps the m0st c0mplex
and varied type 0f meetings. Whether the meeting is addressing an identified pr0blem,
0r it is f0cusing 0n creating strategies and plans t0 navigate the future, there are a rich
arsenal 0f gr0up pr0cesses that can be used. Sc0pes and pri0rities need t0 be defined,
0pp0rtunities and threats need t0 be identified, and p0ssible s0luti0ns sh0uld
be brainst0rmed, evaluated, and agreed up0n.

3. Information Sharing Meetings- Presentati0ns, panel debates, keyn0tes, and lectures
are all examples 0f inf0rmati0n sharing meetings. The primary g0al 0f these meeting is
f0r the speakers t0 share inf0rmati0n with the attendees. This c0uld be inf0rmati0n
ab0ut things like upc0ming changes, new pr0ducts and techniques, 0r in depth
kn0wledge 0f a d0main.

4. Status Update Meetings- Status update meetings is 0ne 0f the m0st c0mm0n meeting
types. This categ0ry includes regular team and pr0ject meetings, where the primary
g0al is t0 align the team via updates 0n pr0gress, challenges, and next steps. C0mm0nly
f0und gr0up activities in these kinds 0f meetings are pr0blem s0lving, decisi0n
making, pri0ritizati0n, and task assignment.

5. Team Building Meetings- All meetings sh0uld c0ntribute t0 team building,
strengthening relati0nships and c0rp0rate culture. H0wever, n0w and then team
building activities sh0uld be the main f0cus f0r a meeting. This categ0ry include
meetings like include all-hands meetings, kick-0ff meetings, team building 0utings, and
c0rp0rate events.
6. Innovation Meetings- Inn0vati0n meetings and creative meetings 0ften start with
thinking 0utside the b0x, by brainst0rming, ass0ciating, and sharing ideas in a br0ad
sc0pe. Meeting participants can then use vari0us techniques and pr0cesses t0 reduce
the diverse p00l 0f ideas t0 a m0re f0cused sh0rt list
Q.3 Explain the barriers to listening.

Answer:-

Barrier to Effective Listening:

 Excessive Talking- Good conversational skills are an asset, and a person with these
skills are more likely to achieve professional success. However, talking more than
necessary is a barrier to effective communication.

 Distractions- This can come in a number of different guises and ranges from the
background noises that are going on (i.e. a telephone ringing or a fire engine racing
down the road), whether we are physically comfortable (i.e. too warm, too cold, the seat
is uncomfortable – too high/too low, thirsty), the lighting in the room, to distracting
pictures on the wall. Some distractions are within our control (i.e telephone calls) and
where possible it’s important to try and stop them from becoming distractions

 Lack of interest - This could be due to lack of interest in the individual speaking or
being distracted by things that are happening to you personally (e.g. poorly child,
deadline for research project funding/reporting) Remember, the review meeting is the
opportunity for the reviewer to talk about themselves, their thoughts and feelings.

 Misunderstanding- The inability to hear correctly is one of the many reasons for
misunderstanding what a speaker is trying to communicate. You may think that it's
impolite to ask the speaker to clarify his words or intentions, but that's not the case at
all.

 Interrupting- Interrupting a conversation with improper body language or
inappropriate words will have a negative impact in effective communication.

 Faking Attention- The person who is faking attention is just "hearing" but not
"listening." There may be some eye contact and the person may even be nodding, but
the mind is elsewhere. The person may be thinking about what to have for lunch or
what to wear for the party that evening.

 Bringing in Emotions- Em0ti0ns erect barriers t0 effective communication. A
listener's senses are not likely to be functi0ning at their 0ptimum level when he 0r she
is angry. Likewise, it is n0t possible t0 understand 0r appreciate what the speaker is
saying if the listener is excessively sad.

 Noise- N0ise is any unwanted s0und. It is a great impediment t0 clear c0mmunicati0n.
It is imp0ssible to listen in a n0isy environment – it bec0mes a frustrating experience
for b0th the speaker and the listener.

 Fear- Fear is a great barrier t0 listening. Pe0ple wh0 are afraid during a c0nversati0n
are n0t likely to listen. They bec0me defensive and tend to argue.