MB0039– Business Communication

Assignment Set- 1

Q.1 Describe any situation in your experience where the communication went wrong. Analyze the situation by pointing out the type of barrier to communication and suggest how to overcome this barrier. Ans. Situation where Communication was a failure to me: As an Associate Manager, I was a sender for a communication and intended to be received by my executives. I have sent the following communication to my executives through a notice and displayed on the notice board: “Coming Second Saturday to complete our targets for the month a review meeting is arranged and all should attend. If any executive is not able to attend should find out the contents of the meeting from their peers without fail”. But my communication went wrong and out of 10 executives, only three executives have attended at 4.00 PM who checked-in with me the time of the meeting. Following were the barriers of communication which stood in the way of my communication: The “Channel” I have chosen communication by “Receivers” did not ensure the receipt of the The communication lacked the “Chronological context” The second Saturday being a non working day. The communication has created a “Psychological noise” by not mentioning correct time of the meeting and confusion has been created. The “social context” also is one of the cause for the failure of the communication as I have not taken all my executives into confident by giving any advance information or a intention of the meeting earlier. Lessons learnt in order to overcome these barriers of communication: My communication was unclear by not giving exact time of meeting. The media I have used is the placing the notice on the notice board, instead had I circulated to all the receivers and obtained their signatures by asking their availability or feedback my communication would not have failed. I have chosen a wrong day a holiday though the task was a routine one. I could have maintained good relations with my executives for success of my communication. Overcome the communication barriers When you send a message, you intend to communicate meaning, but the message itself doesn’t contain meaning. The meaning exists in your mind and in the mind of your receiver.

1

To understand one another, you and your receiver must share similar meanings for words, gestures, tone of voice, and other symbols. 1. Differences in perception The world constantly bombards us with information: sights, sounds, scents, and so on. Our minds organize this stream of sensation into a mental map that represents our perception or reality. In no case is the perception of a certain person the same as the world itself, and no two maps are identical. As you view the world, your mind absorbs your experiences in a unique and personal way. Because your perceptions are unique, the ideas you want to express differ from other people’s Even when two people have experienced the same event, their mental images of that event will not be identical. As senders, we choose the details that seem important and focus our attention on the most relevant and general, a process known as selective perception. As receivers, we try to fit new details into our existing pattern. If a detail doesn’t quite fit, we are inclined to distort the information rather than rearrange the pattern. 2. Incorrect filtering Filtering is screening out before a message is passed on to someone else. In business, the filters between you and your receiver are many; secretaries, assistants, receptionists, answering machines, etc. Those same gatekeepers may also ‘translate’ your receiver’s ideas and responses before passing them on to you. To overcome filtering barriers, try to establish more than one communication channel, eliminate as many intermediaries as possible, and decrease distortion by condensing message information to the bare essentials. 3. Language problems When you choose the words for your message, you signal that you are a member of a particular culture or subculture and that you know the code. The nature of your code imposes its own barriers on your message. Barriers also exist because words can be interpreted in more than one way. Language is an arbitrary code that depends on shared definitions, but there’s a limit to how completely any of us share the same meaning for a given word. To overcome language barriers, use the most specific and accurate words possible. Always try to use words your audience will understand. Increase the accuracy of your messages by using language that describes rather than evaluates and by presenting observable facts, events, and circumstances. 4. Poor listening

2

temperament. be alert to the greater potential for misunderstanding that accompanies emotional messages. Q. which deals with the subject of the message. You may have to deal with people when they are upset or when you are. even a passing mood can all separate one person from another and make understanding difficult. cultural background. political belief. Clarify your own and understand the background of others. beauty. and listen without interrupting. This is not to say that you should avoid all communication when you are emotionally involved. We all let our minds wander now and then.Perhaps the most common barrier to reception is simply a lack of attention on the receiver’s part. spheres of knowledge. religion. be aware of the feelings that arise in your self and in others as you communicate. try to view the situation through the eyes of other speakers and resist jumping to conclusions. but you should be alert to the greater potential for misunderstanding that accompanies aroused emotions. Most important. education. Differing backgrounds Differences in background can be one of the hardest communication barriers to overcome. Knowledge of non-verbal communication is important managers who serve as leaders 3 .2 Describe any two aspects of non verbal communication and give examples of how each of them could be used to convey positive messages at the workplace. Too few of us simply do not listen well! To overcome barriers. Clarify meaning by asking non-threatening questions. avoid projecting your own background or culture onto others. social status. To overcome emotional barriers. To overcome the barriers associated with differing backgrounds. Age. popularity. gender. An upset person tends to ignore or distort what the other person is saying and is often unable to present feelings and ideas effectively. which suggests the nature of the interaction between sender and receiver. and a relationship meaning. People are essentially likely to drift off when they are forced to listen to information that is difficult to understand or that has little direct bearing on their own lives. health. Ans. and attempt to control them. 5. Differing emotional states Every message contains both a content meaning. 6. paraphrase what you have understood. regardless of how hard we try to concentrate. personalities and perceptions and don’t assume that certain behaviors mean the same thing to everyone. economic position. Communication can break down when the receiver reacts negatively to either of these meanings.

Shaking hands. or even back-to-back. honest. The distance one stands from another frequently conveys a non-verbal message. For example. for it will be an open. If the team members show a true awareness to non-verbal cues. or standing. They reflect an element of intimacy or a feeling of (or lack of) attraction. pushing. seated. Non-verbal cues. and recognition may be met in effective teams. The following summarizes their findings: Static Features Distance. In some cultures it is a sign of attraction. People may present themselves in various ways: face-to-face. These are not the elements of posture that convey messages. Argyle and his associates have been studying the features of nonverbal communication that provide information to managers and their team members. Physical Contact. Orientation. holding. 4 . cooperating people are likely to sit side-by-side while competitors frequently face one another. Posture. Are we slouched or erect ? Are our legs crossed or our arms folded ? Such postures convey a degree of formality and the degree of relaxation in the communication exchange. achievement. side-to-side. touching. The extent to which these needs are met is closely related to how perceptive the team leader and team members are to non-verbal communication in themselves and in others on the team. provide him with one means to do so. Distance. Some personal needs such as approval. while in others it may reflect status or the intensity of the exchange. The team members project attitudes and feelings through non-verbal communication. the organization will have a better chance to succeed. when interpreted correctly.of organizational "teams. growth." for at least two reasons: To function effectively as a team leader the manager must interact with the other members successfully. embracing. and confronting unit. Dynamic Features Facial Expressions. Obviously one can be lying down. or patting on the back all convey messages.

signal when to talk or finish. cues is a hand movement. Tortoriello. Vertical Movements. Blott." Some of the movements and gestures he has analyzed follow: Forward and Backward Movements. but least understood. A smile. Facial expressions continually change during interaction and are monitored constantly by the recipient.g. While some gestures (e. The frequency of contact may suggest either interest or boredom. One of the most frequently observed. Kinesics Lamb believes the best way to access an executive's managerial potential is not to listen to what he has to say." You are a master at selling yourself or the organization in which you are employed. raised eyebrow. Most people use hand movements regularly when talking. the exchange of messages primarily through non-linguistic means. or aversion. frown.. There is evidence that the meaning of these expressions may be similar across cultures.good for an organization requiring an infusion of energy or dramatic change of course. space and territory. facial expressions and eye contact. . He calls this new behavioral science "movement analysis. tactile communication. but to observe what he does when he is saying it. Lamb considers you to be an "operator". and the use of silence and time. A major feature of social communication is eye contact. The above list shows that both static features and dynamic features transmit important information from the sender to the receiver. yawn. paralanguage (vocal but non-linguistic cues). and DeWine have defined non-verbal communication as: . Gestures. If you extend a hand straight forward during an interview or tend to lean forward. a clenched fist) have universal meanings. including: kinesics (body language). most of the others are individually learned and idiosyncratic. Lamb considers you to be a "presenter. environment. Looking. It can convey emotion. If you tend to draw yourself up to your tallest during the handshake." Let's review these non-linguistic ways of exchanging messages in more detail.Facial Expressions. 5 . and sneer all convey information.

55 percent. The lower face also can reveal happiness or surprise. For example. The superior in the organization generally maintains eye contact longer than the subordinate. Eyes rolled upward are associated with fatigue. and facial expressions. there is a tendency to separate the posture and the movements." you are firm from beginning to end. such as those made to impress others. If you begin a movement with considerable force and then decelerate. If you take a lot of space while talking by moving your arms about. Used properly it can create a more 6 . as the receiver of a message. The expressions tell the attitudes of the communicator. 38 percent. the eyes tend to reveal happiness or sadness. the smile. Lamb believes there is a relationship between positioning of the body and movements of the limbs and facial expressions. Studies by Lamb also indicate that communication comes about through our degree of body flexibility. You are best suited for an organization seeking a better sense of direction. Facial Expressions Facial expressions usually communicate emotions. Researchers have discovered that certain facial areas reveal our emotional state better than others. you are considered a "gentle-touch. you are a good informer and good listener. you can rely heavily on the facial expressions of the sender because his expressions are a better indicator of the meaning behind the message than his words. if certain gestures are rehearsed." By contrast. On the other hand. The lower face. Mehrabian believes verbal cues provide 7 percent of the meaning of the message. and even surprise. The accuracy of Lamb's analyses is not fully known. He has observed harmony between the two. if you are a "pressurizer. and forehead can also reveal anger. This means that. it is important that corporation executives are becoming so sensitive to the importance of nonverbal messages that they are hiring consultants.Side-to-Side Movements. It elicits a feeling of trust. such as Lamb. can communicate friendliness and cooperation. brows. for example. However. Tactile Communication Communication through touch is obviously non-verbal. vocal cues. The direct stare of the sender of the message conveys candor and openness. The harmony disappears. Downward glances are generally associated with modesty. Eye Contact Eye contact is a direct and powerful form of non-verbal communication. to analyze non-verbal communications in their organizations.

towards the speaker's subject. Most of us cope up with the 7 . How close do you stand to the one with whom you are communicating ? Where do you sit in the room ? How do you position yourself with respect to others at a meeting ? All of these things affect your level of comfort.the space you place between yourself and others. it tends to indicate differences in status. if not used reciprocally. undivided attention. When you make a conscious decision to listen to somebody. Your complete attention and concentration. The impact of use of space on the communication process is related directly to the environment in which the space is maintained. Corporate organizations are demanding and challenging. it indicates solidarity. serves as a non-verbal communication tool. Effectively listening in the workplace is a form of non-verbal communication. and the level of comfort of those receiving your message. Touch not only facilitates the sending of the message. Ans. You can easily invade someone's space through this type of communication. Q3. This invisible boundary becomes apparent only when someone bumps or tries to enter your bubble. Personal Space Personal space is your "bubble" . which types of listening would be required the most at the workplace? Explain with suitable examples. but the emotional impact of the message as well. communicates your concern to the speaker. effectively listening in the workplace.direct message than dozens of words. Goldhaber says there are three basic principles that summarize the use of personal space in an organization: The higher your position (status) in the organization. If it is used reciprocally. (a) the more and better space you will have. you do it with full. silence speaks more than words. used improperly it can build barriers and cause mistrust. Clichéd. How you identify your personal space and use the environment in which you find yourself influences your ability to send or receive messages. and (c) the easier it will be to invade the territory of lower-status personnel. In this way. as it may sound. (b) the better protected your territory will be.

deadlines and so forth when employees feel you understand them. But in a tight labor market. it's going to benefit your organization. eyes. focusing with clarity is the important of all. There are many factors to effective listening strategies.pressures. then let me tell you. However. e-mail and other distractions. in particular. working together. it is always a listening ear. who think that your employees may conspire if they mingle too much. Employees are more willing to share their ideas if they know you're really listening. a psychology professor with the ITT Tech Institute in Indianapolis. you can't afford to alienate the people you spent so much time and money to hire. find power in effective listening." The receptionist immediately said. Work days are longer. "You don't need to give in as much on projects. undivided attention and heart. Example Indiana's Chief Deputy Building Commissioner Bill Franklin has a reputation for being an excellent listener. and there's an endless contest for our attention. care and concern to carry on. sharing load. boss. I hope these effects of effective listening in the workplace and effective listening techniques. Active listening prevents miscommunication. "Bosses. In an environment full of deadlines. Developing effective listening in the workplace through effective listening activities. improves customer service and increases your effectiveness as a leader. parameters. When the writer for this article contacted the building commissioner's department. Those of you. she didn't have a contact name to request. however. you are wrong!! Hearing out one another. Read more on emotional intelligence." says Jamie Martindale. the pace of life is faster. only the description "a manager who implemented better listening skills. cell phones. "You must mean Bill 8 . will go a long way in making your organization successful. is a friend indeed'." The secret lies in using the Chinese characters that make up the verb "to listen": ears. is a way of fortifying emotional intelligence at work. Being a good listener not only helps boost morale but also helps you learn more about what motivates your staff and how you can get the best work from them. being a helping hand and walking the extra mile. help you in building a reliable workforce. that provides us with motivation. This works with the logic of 'a friend in need. If your employees can establish strong relations with each other. focusing long enough to listen to another human being can be a challenge. Read more about employee motivation.

" Franklin started developing his listening skills when a manager from the elevator and amusement safety division came to his office at wit's end. It must enhance the entrepreneur's win-win story. The plan should be directed to the critical factors of success and be strategic rather than operational in focus. Q. a division team was given 40 days to conduct a plan review. Once they are able to hear each other's positions. One noteworthy example: In 1999 after four years of absorbing an active listening culture. understanding employees' latent feelings means his staff now spends extra time working to understand the core issues before striving to solve problems. it must as a minimum reflect the way in which entrepreneurs develop and exploit opportunities (effectual approach).Franklin. sixth-sense and hunches with a work towards goals and objectives at a much later time in the process. This means that the planning process should build momentium towards launch and not bog it down in the details that are more important later in the enterprise development. He requested Franklin to facilitate a team within his division because "they just don't listen to me. It needs to accommodate the entrepreneur's ambiguity. they can better formulate solutions that meet the needs of the team. conceptualize and clarify the idea for themselves firstly so that they can then passionately communicate it to key stakeholders. He's the best listener I've ever worked with. Whatever planning tool an entrepreneur uses. It should be detailed on the things that matter (steps to launch & plans to sustainability) whilst applying a broad brush to most everything 9 . Prepare the following – a) A general statement of purpose b) A specific statement of purpose c) The key idea d) A brief audience analysis e) Delivery style." To do this. Entrepreneurs want a planning tool that helps them create. and returned to his offices to set an example. Ans. Franklin decided to become a better listener himself.4 Imagine that you have to make a presentation on your MBA project to a group of your professors and industry experts. So he attended an eight-hour training course that emphasized reflective listening. The planning should be less about controlling existing worlds and more about creating new ones. The employees accomplished the task in seven days. The results show on several fronts. From Franklin's point of view.

pages of website or interfaces of software product or even defining some domain-specific entities. inspirational graphic concept. description of some behavior requirements. perhaps through an advisory board. a) A general Statement of Purpose: I want to be research marketing and an academic for sales industry. top-to-bottom. unless it’s a small project or you are a genius. Picasso once said I begin with an idea and then it becomes something else. I will begin with explanation of general idea. C) The Key Idea: it's difficult to start describing things in a structured. Formal Methods Research Experience: Because I want to get my MBA in formal verification. I would like to specialize in formal methods and various steps. Client satisfaction surveys will help in evaluating the quality of products and services. deal with it effectively by involving all the members of the company and improve the overall culture of the company. structured. sufficient and up-to-date documentation. A good manager is one who can figure out where the problem lies. d) A brief audience analysis: Evaluation of financial results might include a break-even analysis of each campaign. I would like to get a MBA in one of these fields. and expanding my knowledge through seminars and book club meetings on this subject. b) A specific Statement of the purpose: The main specific statement of the purpose behind this project report is to believe in myself and in what I thought is good for the company. I have spent the last two years doing projects and research. to finally get smooth. could 10 . Input from associates. clear. Sudar Shrivastava. In any case the key idea is to begin moving in an easy way without creating huge. I carried out this work under the supervision of Prof. detailed things which are expected to be final from the beginning. complete way from the beginning. I have extensive exposure to and hands-on experience in formal methods. The fact that I would be able to pull off this task alone has boosted my confidence in my abilities. For these reasons. A market share analysis (before and after) would serve to document marketing success. The way in which it’s easier to start depends on the project and information available. but rather starting with any known elements and reshaping or changing them as the time goes. I will take a pro-active approach with the initiative approach and play a leadership role in motivating people and executing the project to completion. and as a member of his research team.else. business model. or on the way of thinking of people engaged in the process. As a result. It must believe that recourses are more likely to follow a great team with an ordinary idea than a great idea with an ordinary team.

e) Delivery Style: An oral presentation consisting of 15-20 PowerPoints that details the new venture's business model . In your opinion. A written analysis will help you to clarify your company's situation and develop appropriate strategies.Idea Opportunity . an executive summary. Ans.Business Concept . does the success of a meeting depend more on the chairperson or the participants? Justify your answer. Strengths can usually be translated into opportunities.Need . the opportunity. These worksheets should follow the entrepreneurial development thinking being .i.W. 20+ start-point worksheeets that analyise. (interrogate) Q5. Weaknesses and threats can sometimes be turned into opportunities. Opportunities and threats are external factors. The success of every meeting depends on the co-operation and support the chairperson receives from the participants. we have more control over internal factors than external factors. Opportunities and Threats. Such systems include methods of measuring and evaluating results and obtaining feedback from clients and employees. Each item listed should be explained in writing for the benefit of all interested parties. Opportunities to eliminate or counter weaknesses also exist.Entrepreneurial Strategic Action Plan. launch action plans with an accompanying deal sheet if required. The SWOT method can be viewed as a matrix as shown below. Obviously. Meetings are an everyday occurrence at schools.including sections on preliminaries.provide valuable insight to help improve quality and efficiency.e the opportunity and the plans to exploite it. The Chairperson is responsible for 11 . Systems should be developed to monitor the success of the plan and determine if modifications are necessary. Don't fall into that trap. Weaknesses.O. the concept outline. Yet we must be aware of the external factors in order to develop effective strategies. clarify and inform the two presentations detailed above.Business Model . List the reasons why you think some people regard meetings as a waste of time. Strengths and weaknesses are internal factors. The chairperson should thus be fully aware of people's attitudes to meetings. These worksheets are only for internal use but will prove handy as external stakeholders probe for analysis and answers. Too often marketing campaigns are blindly repeated year-after-year without any idea as to whether or not they have worked. An entrepreneurial prospectus that provides the key details relating to the venture . A good method is a "S." analysis to identify your company's Strengths. A sample outline of a situational analysis for a tax preparation firm appears below.T. the business model.

i. implementing and evaluating meetings and is responsible for starting and ending on time and involving members in the decisions and discussions Amongst the many reasons people have for not liking meetings. Goals are unclear: Members are not really sure what they are trying to accomplish. Lack of preparation: The agenda is not prepared and materials that really need to be there are not available. the following have been found to be the most common: Poor leadership: The leader does not keep the discussion on the subject and so fails to keep things moving in the appropriate direction and to engage in those aspects of the discussion that are stimulating and motivating to the members. 'What are we supposed to be doing today?' Recommendations ignored: Management needs to be responsive to the recommendations of a committee. the actions and decisions that are critical to achieve. and the maintenance functions – the relationships.. talking and pushing for their positions while others wonder why they are there. Both functions are important and will affect the organization’s success. preparing. The chair must consider both the task functions of the group. Hidden agendas: Some participants may have personal axes to grind. welfare and harmony of the group. No clear focus: For example. The chair has the lead role in planning.ensuring that meetings are run effectively and efficiently. 12 . Someone has not done his or her homework. Inconclusive discussion: Problems are discussed but no conclusions are reached or decisions made. Domination: Often one person or clique dominates a meeting. Lack of commitment: Assignments are not taken seriously by committee members. promoting discussions that only they think are important.e. Q6. Lack of follow-through: Members are not given assignments. How do memos differ from other written communication channels? Give examples of two business situations that would require either an informational or a persuasive memo.

”Next to a political nose. coherent summary of a public policy problem with a clearly articulated logic for following a recommended course of action. the briefing note should provide a coherent synopsis of a policy problem. coherent and penetrating note is the final expression of all other talents. the format might be rigidly defined and limited to one or two pages. The concise. or memorandum of association. financial considerations.” 13 .Ans. a summary of arguments for and against the policy and a recommended decision. but it is generally understood to be a concise. If the user is a cabinet minister or a senior executive. identify different policy options for addressing the problem. a memorandum is a record of the terms of a transaction or contract. a memorandum can be a handwritten note to one's supervisor. In law specifically. There is no universal standard for a briefing note. If the user is a colleague. As the communication mechanism of the policy analysis process. and possible unanticipated consequences). a discussion of key considerations (including implementation concerns. stakeholder impacts. such as may be used in a business office. such as a policy memo. At its most basic level. articulate opposing perspectives and advocate a recommended option. reports. A memorandum may have any format. A memorandum or memo is a document or other communication that aids the memory by recording events or observations on a topic. the most important skill of the good treasury [person] resides in [their] fine drafting hand. memorandum of agreement. letters or binders. relevant background information. and a logical brain. memorandum of understanding. The plural form is either memoranda or memorandums. Alternative formats include memos. A Memo is for inner communication. the format is usually much more flexible. or it may have a format specific to an office or institution. They could be one page long or many. The typical structure for a briefing note includes: a description of the proposed policy. You would send a memo to your work colegues or fellow students/professors from the same school. briefing notes.

MB0039– Business Communication Assignment Set. Reliable and secure: Constant efforts are being taken to improve the security in electronic mails. In this model. The abbreviated form of an Electronic mail is 'E-mail'. The creation. Earlier. as compared to other written communication channels? Suggest two ways to overcome the disadvantages of email communication. the computer is used only for connecting to the e-mail architecture. E-mail is a system of creating. No other service matches the e-mail in terms of speed. the users sends and receives information on their own computer terminal. E-mail is one of the many technological developments that has influenced our lives. the e-mail system was based on Simple Mail Transfer Protocol (SMTP) mechanism. anywhere across the globe. sending and storing textual data in digital form over a network. Easy to prioritize: Since the mails have subject lines. It has changed the medium of communication. it is easy to prioritize them and ignore unwanted mails. it becomes necessary for us to check out the benefits and harmful effects of this popular tool used on the Internet. So. Informal and conversational: The language used in e-mails is generally simple and thus 14 .2 Q1. a protocol used in sending the e-mails from one server to another. It helps us to manage our contacts. etc. What are some of the relative advantages and disadvantages of email. Easy to use: E-mail frees us from the tedious task of managing data of daily use. Today's e-mail technology uses the store-and-forward model. only when the connection with this e-mail architecture is established. maintain our mail history. store the required information. Advantages of Email The benefits of e-mail are huge in number. Speed: The e-mail is delivered instantly. Ans. Thus making it one of the secured ways of communication. transmission and storage of e-mail takes place. However. send mails quickly.

Use of graphics: Colorful greeting cards and interesting pictures can be sent through e-mails. as viruses are transmitted through them and have the potential to harm computer systems. 15 . Spamming includes. Viruses: These are computer programs having the potential to harm a computer system. After the e-mail is sent and before it is received by the desired recipient. The recipient needs to scan the mails. it "bounces" between servers located in different parts of the world. Disadvantages of Email The e-mails. used for spamming. Easier for reference: When one needs to reply to a mail. saves a lot of trees from being axed. The auto responders reply back to the sender with generalized pre-written text messages. This adds value to the e-mail service. This refreshes the recipient's knowledge. Hence. has got its own drawbacks that are offlate coming to the fore. Hacking: The act of breaking into computer security is termed as hacking. It also saves fuel needed in transportation. Sending and receiving e-mails takes less time. Advertising tool: Many individuals and companies are using e-mails to advertise their products. on what he is reading.makes the communication informal. Electronic mail thus. Email spoofing is another common practice. sending hoax e-mails. Automated e-mails: It is possible to send automated e-mails using special programs like the auto responders. Environment friendly: Postal mails use paper as a medium to send letters. so it can be used as a tool for interaction. the e-mail can be hacked by a professional hacker. though beneficial in our day-to-day life. Checking and deleting these unwanted mails can unnecessarily consume a lot of time. Spam: E-mails when used to send unsolicited messages and unwanted advertisements create nuisance and is termed as Spam. there is a provision in the mailing system to attach the previous mails as references. Spoofing involves deceiving the recipient by altering the e-mail headers or the addresses from which the mail is sent. services. etc. These programs copy themselves and further infect the computer. and it has become necessary to block or filter the unwanted e-mails by means of spam filters.

Write a job rejection letter to a prospective candidate in the appropriate format. Manish Thank you for the time and effort you spent applying for a position as management trainee. the matter could be misinterpreted. the e-mail inbox may get crowded with mails. Need to check the inbox regularly: In order to be updated. Gurmukh Appt. users should try to understand both. India Dear Mr. there is a chance of business documents going unnoticed. Every new technology enters the social world with its share of benefits and drawbacks. Different people interpret and utilize it in different ways. the positive and negative sides of the tool they use. Manish Agarwal 123. one has to check his e-mail account regularly. In order to make the most of the available technology. If typed in a hurry. Not suitable for business: Since the content posted via e-mails is considered informal. Mr. Ans. It becomes difficult for the user to manage such a huge chunk of mails. Thus.Misinterpretation: One has to be careful while posting any kind of content through an e-mail.2 Imagine that you are the Marketing Manager of a multinational FMCG company. your education criteria do not match with our criteria for the position of management trainee. Crowded inbox: Over a period of time. I would appreciate your time and effort but unfortunately. explaining why he/she was not selected for a Management Trainee position with the company. No technology can be totally perfect! Q. Lengthy mails: If the mail is too long and not properly presented the reader may lose interest in reading it. our HR manager seem so 16 . urgent transactions and especially those requiring signatures are not managed through e-mails. Although. Ravi Vihar New Delhi.

Sincerely. Ans. 17 . So we are unable to appoint you as management trainee in our company.3 Select and briefly describe two corporate ads that you have seen recently which you feel are effective. Harish Gupta HR Manager Q. Explain how they benefit the company. Advertisement 1 Kinetic Blaze Introductory Advertisement The Blaze is part of Kinetic's Italiano series of scooters. Thank you again for your time and consideration. generous proportions and majestic presence.impress with your interview performance but our company is looking a management trainee who has already completed his/her MBA in Marketing management but you still pursuing MBA from Technia institute in different stream (HR). Whenever my company will search any HR trainee. comprises seven bestselling true-blue European scooter designs that Kinetic bought from Italian manufacturer Italjet. With its aggressive and glamorous Italian design. 4 valve engine that pumps out 11. The high-spec Blaze also has ample go to match the show – with a powerful 165cc. we will be happy to contact you in future. the very special Blaze makes an instant celebrity of its rider.6 bhp.

and the difference in size and shape are also highlighted without words. viewers are all ears (and eyes) to find out more about him. The target is the middle income male youth. However. it would not have done well. When the name “Rohit Verma” is mentioned. but also remember it. The presentation of the product. in this case the scooter. The shopkeeper says it is Rohit Verma. First of all. So in terms of 18 . What sets this scooter apart from the other scooters in the market? It is obvious that the look and feel of the scooter is definitely innovative. and viewers not only identify the product. In this advertisement. it is imperative that they do so. He has Kinetic’s latest scooter and this is the source of all the commotion. in fact. A guy seeing the crowd of girls asks a nearby shopkeeper if Abhishek or John were around. If the same advertisement was broadcast for a scooter that had already been launched in the market. the entire look and feel of the advertisement is young and “hep”. but considered solely from the advertising point of view. Not only are the models used in the age group of 20-30. the advertisement itself fails to generate a desire for more information or for purchase. the advertisement develops attention and generates interest.coupled with automatic transmission. it does not make a big impact. It is positioned as a scooter for men and the first in ushering in a new market segment for scooters with its innovative design and target market. a group of girls are seen going crazy in front of a house. in a way. Kinetic Blaze was launched in 2006. all new products sport a new appearance. The advertisement also fails to answer some of the basic questions that consumers have while watching the commercial. this advertisement works for the product since it is new. Interest is heightened when the shopkeeper answers in the negative to the names of celebrities. heightening the impact. This advertisement is clearly targeted towards the youth. Viewers are kept in the dark as to the source of the commotion. The following is an analysis of the introductory advertisement. Its market targeting and brand positioning are clearly defined. This desire is evoked by the fact that the scooter is new and innovative. It looks glamorous. So. is also well done. The product and the brand are not lost in the advertisement. However. This commercial scores on some points while it fails at others.

Also. which was acquired by P&G in 2005. In addition. cars etc. But. There are two different versions of the Fusion available: the Gillette Fusion. and the Gillette Fusion Power. furniture. With the release of Gillette Fusion. P&G also launched their new advertising campaign called 19 . Many advertisements for motorbikes. All share the characteristic five blades on the front. The Gillette Fusion is a five-bladed razor released in 2006. from a logical standpoint. the Fusion Power is battery powered and emits "gentle micro pulses" that are claimed to increase razor glide. and a single sixth blade on the rear that acts as a "precision trimmer". It is understood that the product is being positioned as “your Shortcut To Fame”.performance. showcase models to give the product an “oomph” factor and increase its appeal. a leading global supplier of products under various brands. Showing a crowd of screaming girls to enhance the psychological value of a product is not new. why would the girls favour a guy based only on the fact that he has this scooter? How does it award him star status? The advertising message is vague and unappealing. The advertisement says much. when he can be sure of the performance of tried-and-tested scooters? From the advertising point of view. how? Most motorbike advertisements try to project their product as one that will give the owner an edge with the ladies. but tells little. Advertisement 2 Gillette’s “Champions” Advertisement Gillette is a brand of Procter & Gamble currently used for safety razors among other personal hygiene products. the commercial lacks originality and creativity.. how does it differ? What is its USP? Why should the consumer choose to buy this product. It is one of several brands originally owned by The Gillette Company.

Gillette may be the best a man can get. The Gillette ‘Champions’ are Roger Federer (No. Thierry Henry (No. A sense of polish and “class” underscores the entire advertisement.“Gillette Champions”.1 Golfer). This builds brand image and a favourable attitude towards the new product. Most advertisers feel that having celebrities or stars advertise their product influences the consumers more than an advertisement that does not feature them. and completely when 20 . List and explain five important principles of business report writing. The following is an analysis of the first advertisement broadcast in this series. Q4. concisely. it does feel as if the advertisers are trying to hard by roping in three (or four) brand ambassadors. The commercial is called “Today” and all the three Champions explain how important it is in their professional and personal lives to ‘Be Your Best Today’. Ans. The advertising campaign exploits the influencing power of brand ambassadors. the advertisement and the product. There seems to be little relevance amongst the slogan. But. there is something called too much stress on the influence of brand ambassadors. The advertisement comes across as smooth and urbane. The advertisement succeeds in generating a desire and action to purchase in spite of the drawbacks of the advertisement. but says nothing about the new blade.Tiger Woods. The Indian campaign is varied to include Rahul Dravid to cater to Indian sensibilities. Thierry Henry and Roger Federer. overall. The advertisement talks about focusing on the present. It plays on the viewers’ “feel-good” sensations. how does the new razor blade assist the players? The audio of the advertisement bears little or no relevance to the advertising message.1 Tennis Player).1 Football Player) and Tiger Woods (No. This advertisement features the Gillette champions -. the advertisement comes across as suave. but how does that help the ‘Champions’ in their respective sports? Form a logical standpoint. The brand image of Gillette is maintained and even enhanced by this advertisement. Managers and leaders must express their ideas clearly. performance and excellence exuded by these personalities are projected onto the product and the brand. The attributes of quality. The advertisers try to use the concept of transference or association to enhance the image of their product and brand. Nevertheless. However.

4. 3. Question-Answer . third. What's your goal? Make sure you fully understand the assignment. if your written messages are too lengthy. Make a list Write down the ideas or points you want to cover. it's hard to find important ideas in a poorly organized message.Define the problem. Here are a few ways you can organize your ideas: Importance . Know your objective Think before you write. If you have trouble getting started.State a question and then provide your answer. Chronological order . Problem-Solution . Back it up 21 . second.Describe what happened first. people simply don't read them. try discussing your ideas with someone else. people will be confused and will not know how to respond. "Kicking an idea around" often helps you clarify your objective and fine-tune what you are trying to accomplish.preparing. Practicing the following 16 principles will help you be a more effective writer. Organize your ideas Just as it's difficult to find what you want in a messy. 1. Are you writing a one-paragraph executive summary or a five-page report? Try answering this question: What specifically do I want the reader to know. and editing. The process of good writing involves three basic steps . or do? 2. Organize your ideas so the reader can easily follow your argument or the point you are trying to get across. then describe possible alternatives or the solution you recommend. In addition.speaking and writing. disorganized desk drawer. Why? This helps you get started in identifying the key ideas you want to discuss. think. If your written messages aren't clear or lack important details.Begin with the most important piece of information and then move on to the next most important. writing.

There are a number of ways you can support your ideas. 22 . write your resume with a specific career objective. Completed higher secondary from Central Board of Secondary Education (C. facts. Hons (History) from Satyawat Co-ed College (morning). stories. including explanations. 5.B. vijay nagar agar.com Objective: Experience: Academic Course to build career in the field of management industry and observe own identity in specific field. The topic sentence is normally the first sentence in the paragraph. Q. Currently working marmeting mangger for TPH publishing house. New Delhi in 1999. Separate main ideas Each paragraph should have one main point or idea captured in a topic sentence. Completed MBA in HR from Sikkim Manipal University. Delhi110002 mail: abcindia@gmail. Sikkim. and quotations. Completed B.A. Ans. It's best to use a combination of approaches to develop and support your ideas.Have an opinion but back it up .5 As a recent MBA graduate from Sikkim Manipal University. Each paragraph should be started by an indentation or by skipping a line. statistics. Delhi University with second division in 1999-2002. including all the other standard components.support with data.E).S. personal experiences. CURRICULUM VITAE Vikas Choudhary 3129. examples.

Other skills: Computer Literate Bilingual Typing (Hindi and English) Completely familiar with Internet Personal Detail: Father’s name: Date of Birth: Marital Status: Nationality: Languages Known: Indian Hindi and English Shri Anuj Choudhar 12th April 1985 Single Declaration: I do hereby declare that the statements made in this resume are true. "What potential employees inquire about reveals what they deem important -. I understand and agree that in the event of any information being found false or incorrect or incomplete or ineligibility being detected at any time before or after selection/interview. When interviewing job applicants. As the interview comes to a close. You aren't simply trying to get this job .Completed Senior Secondary Certificate from Central Board of Secondary Education (C. Prepare a list of ten questions to ask during a job interview.E). Date: / / 2010 Place: New Delhi Q6. complete and correct to the best of my knowledge and belief.as opposed to merely answering my questions with 23 ." said John Langland. in order to make the interview a two way process and to show that you are interested in the company and the job you are applying for. one of the final questions you may be asked is "What can I answer for you?" Have interview questions of your own ready to ask. my candidature is liable to be rejected. Ans.S.you are also interviewing the employer to assess whether this company and the position are a good fit for you.B. New Delhi in 1997. I often learn as much from the questions they ask as from the responses they give. president of Langland & Langland Consulting.

" What can asking questions in an interview do for you? Show your interest in the position and the company Give you an active role in the interview Offer explanations about the position and the company. 3. "However as important as asking questions is asking bad questions. 2. How do you see me benefiting the company? This tells you exactly what they're looking for in a candidate and where they see your strengths. "A few insightful. such as. 5. but the answer to this question will lay out the actual specifics of the job.information they think I will find important. Often job ads list general qualities and capabilities the position requires. Why did you choose this company? The answer will help you determine the organization's strengths and weaknesses with this insider's perspective. knowledgeable questions can speak volumes about you and distinguish you from other job candidates. What are the top three tasks you want the candidate to perform after being hired? This gives you a concrete idea of the projects you will be working on if hired. which help you decide if you want to work for that organization Showcase the depth of your knowledge and help you guide the discussion into a particular area of expertise Langland suggests preparing at least three questions in advance and taking notes during the interview to record the responses. 'How many vacation days does the company offer?' is worse. 4. not just a job. Is there room for growth and advancement? This points to your drive and initiative and underscores your intent to secure a career." he said." Langland advises asking these 10 questions during your next interview: 1. Are there opportunities for professional training or further education? 24 .

Are there other job responsibilities not mentioned in the ad? This reveals exactly what the ad meant when it said: ".and other duties as assigned. 9.. 25 . 7. 6. 10. When will you be making a decision on the successful candidate? Knowing this helps you gauge when to follow up on the interview. 8. How will I be evaluated and by whom? This provides insight into the company's corporate culture and the department structure in which you will be working. Adaptability is very important in today's fickle employment market and may make you very valuable to the company should a reorganization occur. The interview is an artful conversation designed to help both parties learn more about each other in an effort to decide if the candidate and the position are a good match. you may want to rethink the position.This shows a willingness to learn and adapt as changes in the position or industry occur. May I call you if other questions arise? This keeps the door open for further communication. What is the general culture of the company? This can tell you if you will fit into the organization." Will you be helping other departments in a pinch? Making coffee? These are things you should know before going any further in the candidate selection process.. If they're strictly a "suit and tie" operation and you're all about comfort clothes. Use it as an opportunity to spotlight your accomplishments and determine if the job is right for you.