Running head: BUSINESS COMMUNICATION PROCESS 1

Business Communication Process

Student’s Name
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Part 1

Question 1

A business letter is a document used by organizations to communicate professionally to

customers, suppliers, clients, other companies, and other stakeholders. Individuals can also use

business letters to apply for jobs. A business letter has eight parts:

1. Return address

2. Date

3. Letter address

4. Salutation

5. Body

6. Complimentary close

7. Sender’s name

8. Enclosure.

Question 2

Bruce Tuckman developed a model of forming a team through five stages. They include:

1. Orientation or the forming stage

2. Storming stage or power struggle stage

3. Norming Stage-Cooperation and integration

4. Synergy- Performing stage

5. Adjourning stage

Question 3

The interview process is conducted through five stages, that include:

1 Opening- exchange of greetings

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2 Feed Forward-setting the stage of what to talk about

3 Question and Answer

4 Feedback

5 Closing

Question 4

A memo has five parts that include:

1. The heading component

2. Context and background

3. Tasks and resolutions

4. Supporting research and ideas

5. Conclusion and further discussion

Question 5

The three common types of resumes include:

1. Chronological Resume-This is a type of resume where a person lists the job experience,

education, and extra-curricular activities in descending order with the most recent parts

appearing at the top (Guffey & Loewy, 2013).

2. Function Resume- This is a type of resume that is functional in the description of relevant

skills and experience. In this type of resume, a person highlights critical areas of

expertise, accomplishments, and responsibilities, instead of listing the position in the

order of year and date.

3. Combination Resume- This is a self-explanatory resume that combines items used in both

the functional and chronological resumes by grouping relevant skills into a sequential

format from the most recent to important positions.

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Part 2

1. True

2. False

3. False

4. True

5. False

Part 3

Question 1

Bruce Tuckman developed the developmental process that most teams follow to become high

performing. These five phases include forming storming norming, performing, and adjourning

(Wenngren, Ericson & Parida, 2016). Forming is the first stage where the team members first

meet each other. During this stage, uncertainty is high, and everyone is seeking authority and

leadership. A person is who is knowledgeable or asserts authority may take over the leadership

of the group. Additionally, most team members seek to identify their roles and if they will fit in

the group. Social interactions occur at this stage.

The storming stage is the most challenging and critical stages for the team to pass through. It is

characterized by conflicts and competition as individual personalities clash. Since most energy is

directed towards unproductive activities, the team performance may decrease as members

disagree on the team objectives, and cliques emerge (Wenngren, Ericson & Parida, 2016). To

overcome adversity in this stage, members must overcome hurdles, acknowledge diversity and

work through tasks and goals. Failure to address these problems during this stage leads to long-

term problems.
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The norming stage is where members have resolved difference and some level of unity emerges.

During this stage, a consensus is formed on who will be the leader as well as the roles of

individuals. Since interpersonal conflicts are being resolved, the performance of the team

increases because members cooperate (Wenngren, Ericson & Parida, 2016). However, the

emergence of disputes may send the group into the storming stage.

During the performing stage, harmony and cooperation have been achieved; the team is

organized and well-functioning. When problems emerge, the group resolves them immediately

as it's focused on achieving the goals. Lastly, the adjourning stage is where the team has

achieved its goals and its warping up the final tasks and documenting results (Wenngren, Ericson

& Parida, 2016). The reduction of the workload sees other members joining other groups as the

team disbands. Members regret disbanding as a bond had been established, and therefore, a

formal acknowledgement of the team may be done.

Question 2

An email is an essential channel of communication in the contemporary business world.

Therefore, a company seeking to communicate through this channel should ensure the writing is

effective. Five tips to writing an effective business email include:

1. The concise and direct subject line

The email should have a brief yet descriptive subject line that will assist the recipient in

determining the message of the email at first glance.

2. Maintain a professional tone.

The business email should have a conversational, yet a professional tone to enable the recipient

to understand the message. The tone should not be too casual, and jargon should be avoided.

3. Identify the purpose of the email

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The purpose of the email should be included in the subject and the first line of the introductory

passage.

4. The body

The body of the email should be clear and have a specific purpose, such as arranging for a

meeting or asking for feedback. The body should also be clear to keep the recipient inclined to

read it, instead of the skimming through it and risking missing the critical message.

5. Closing

The closing part should communicate what the send seeks to achieve or do.

The difference between a business email and personal email is that the content of the former

should be presented in a professional tone while the latter can be casual, depending on the

purpose (Guffey & Loewy, 2013). When it comes to rules, the sentences of a business email

should be short and communicate the message directly. Sensible paragraphing should also be

considered. In personal emails, such rules are not considered.

Question 3

A behavioral interview is a type of interview in which the interviewee is expected to demonstrate

his or her knowledge, skills, and abilities by providing specific examples of performance in

previous work (Guffey & Loewy, 2013). This type of interview is guided by the assumption that

past behaviors are an indicator of future behavior. A behavior interview is used to determine the

competency of an interviewee in handling projects after being assigned given the job.

A situational interview is a type of interviews that requires a candidate to describe how he or she

might handle a particular situation (Guffey & Loewy, 2013). The purpose of this interview is to

determine the analytical and problem-solving skills of an interviewee and how he will handle a
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similar situation when presented with a case. Situational interviews are used to determine

interviewee’s competency in solving problems that may occur in the job.

A stress interview is a type of interview used for positions in which job seekers will be facing,

and the interviewer wants to see how the interviewee will handle stress (Guffey & Loewy, 2013).

The purpose of this type of interview is to test the patience or calmness of a job seeker.

Therefore, one is expected to keep the sense of humor, remain calm or practice patience. An

interviewer may stress the job applicant by asking numerous questions at ago or sarcastically

agreeing to questions.

Question 4

A person seeking a job should be prepared to be called for an interview the moment he or she

sends out a resume. Some of the tips that will help a job seeker gain a competitive advantage

include:

1. One should find out the type of interviews that will be conducted. The best way to

prepare for this is to ask during the initial phone call what kind of interview it will be and

who will participate (Guffey & Loewy, 2013). Possible types of the interview include

situation interview and group interview.

2. During the phone screening, a job seeker should check out the interviewer and the hiring

manager by asking for the name of the hiring manager. This information may help a job

seeker research their background because the more you know a person, better you can

focus during the conversation (Guffey & Loewy, 2013).

3. A job seeker should also search for former employees through LinkedIn to find a rich

source of insights, the information about the position and the corporate culture.
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4. A job seeker should also research the company by viewing its website and press releases.

The company’s presence of social media networks is also a rich source of information.

5. Lastly, a job seeker should be prepared for the interview by ensuring that all required

documents are ready to make a great impression. Therefore, one should arrive on time.

Post-interview tips include:

1. After the interview, a job seeker should send a thank you note via email because leaving

the relationship with the interviewer in good terms is essential.

2. Follow up with the hiring manager and by sending a follow-up email as a way of

connecting with the interviewer online as a way of creating a long-term relationship even

if one does not secure the job.

3. It is crucial to notify references so that you can be ready to receive a call from your

potential employer. Show appreciation to the references.

4. Start preparing for the next round of interviews because you may be asked to come in for

another round of interview.

5. Lastly, ask for feedback on the interview if you don't get the job as one will learn where

he or she missed the points. Improving in weak areas is vital to passing an interview at

another place.

Question 5

A memo is a written message written from one to all perspective to broadcast a message to an

audience, instead of interpersonal or one-to-one communication (Guffey & Loewy, 2013). A

memo is used to remind a team on activities or inform a group of an action, event, or observance.

A memo is used to inform by using the element of a call to action or persuasion. The call to

action represents an organization’s or businesses’ interests.

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Question 6

A cover letter is an accompanying letter that acts an introduction to a resume. The role of a cover

letter is to introduce a job seeker to the organization, show interest in the advertised position and

motivate an employer to hire you (Guffey & Loewy, 2013). The first paragraph of a cover letter

is an introduction that captures the attention of the employer by identifying the position one is

applying. The second paragraph is the body where a job seeker will demonstrate that he or she

understands the nature of the position being applied, explaining how your qualification and

experience relate to the position advertised. The third paragraph is the closing paragraph, where a

job seeker establishes a flow of action that will lead to being invited for the interview. This may

take place in the form of a request or statement of intent.

Question 7

An elevator speech is a clear, concise message about a person. The purpose of an elevator speech

is to communicate the identity of a person, what he or she is looking for, and how one can

benefit the organization (Guffey & Loewy, 2013). The importance of an elevator speech is to

communicate the most vital aspects of business within a short time, i.e., 30 seconds.

Question 8

Keeping a gratitude journal important to a person as it is related to various benefits. First, it

increases positivity in the life of a person since it focuses on the good things in life. Therefore, a

person becomes more optimistic by focusing on these aspects. Secondly, it improves the self-

esteem of a person as showing gratitude is a proven way of expressing what a person is thankful

for and less resentful towards others.

Question 9

The five rules of writing a resume include:

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1. First, the resume should be concise and not be more than one page. A brief resume is

essential because hiring managers do not have time to read lengthy documents. A person

should only include the necessary information.

2. Second, a person should not include references in the resume since the document is

meant to communicate to the recruiter and not referrals. A recruiter will ask for

references separately if they need them.

3. Thirdly, one should focus on keywords that will help the resume through the application

tracking systems. The use of keywords showcases the skills, knowledge, and abilities of a

job seeker, ensuring that these elements align with the requirements of the job listing.

Keywords inform a potential employer that the job seeker got what is needed for the

position.

4. A job seeker should triple-check for spelling or grammatical errors by running a spell

checker or asking a third party to review it. A recruiter cannot consider a resume with

mistakes,

5. Lastly, a job seeker should focus on a summary, instead of the objective. A summary act

as an elevator pitch, explaining why the candidate is suitable for the job.

Question 10

During the semester, I was introduced to three campus resource centers that helped develop my

writing skill. The first resource center was an online library that proved helpful in writing

resumes and doing research. The University Career Centre-University of Michigan introduced

me to writing skills related to career interests. Second, the Career Center at the University of

Vermont was resourceful in guiding me on how to prepare for interviews. Lastly, a writing

center at Value College introduced me to writing in various subjects like science and technology,
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fine arts and even mathematics. Amongst the three, the Career Center and the University of

Vermont was the most important it provided me with steps in how to prepare for an interview

and let the potential employee see that I was the best person for the job.

Part 4

Question 1

The most beneficial project was mini research about how the elevator speech has helped me to be

prepared for the real world. One of the hardest questions to answer is to describe yourself if

asked to do so. The project entailed crafting of the elevator speech, and therefore, I learned that it

provided my response to such as question in a better structure and direction that kept the

interviewer more engaged. Describing myself in 30 seconds successfully showed that I was

prepared and ready to take the position if given a chance.

Question 2

The project that was least beneficial was a presentation project because it was handy. The project

was least helpful because it needed frequent practice on how to include an analogy, keep slides

short, and connect with the audience.

Question 3

The most important element I learned during the course was how to write a professional resume,

cover letter and a memo. A professional resume would help me make a favorable impression to

prospective employees when seeking a job in future. This resume would be accompanied by a

cover letter that would introduce me to the organization, demonstrate an interest in the advertised

position and motivate an employer to hire me. Since I anticipate to be a manager in any

corporation in future, a memo would help me communicate with my team using the element of a

call to action or persuasion.

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References

Guffey, M., & Loewy, D. (2013). Business communication (8th ed.). Cengage Learning.

Wenngren, J., Ericson, Å., & Parida, V. (2016). Improving Team Activities in the Concept

Development Stages: Addressing Radical Development and Open-Ended

Problems. Journal of Promotion Management, 22(4), 496-510. doi:

10.1080/10496491.2016.1190223