MBM 522 2018

BUSINESS COMMUNICATION ENGLISH

DAILY HOME ASSIGNMENTS

NAME: RAHAT ULLAH ROLL NO.: 1703511 MBA REGULAR MODULE 6 (2017-19 BATCH)

UNIT 3. (SUBJECTIVE DHA 1):

WHAT ARE NOTICE AND AGENDA FOR A MEETING? DISCUSS THEIR SIGNIFICANCE AND
ESSENTIAL ASPECTS INVOLVED IN THEM. DRAFT A MODEL OF EACH.

Offices, Organizations and other industries often have to communicate a lot of messages and
have to record a lot of activities and proceedings for the smooth functioning of the concern. These
require a uniform mode of communicating toolset. Notice and agenda are a few important
conventional forms to record and disseminate information.

A notice is a statement about a meeting or an event while an agenda is a collection of

things to be done in a meeting.

1) NOTICE: Notice is an announcement which is used to communicate all of the desirable

members to attend a meeting. In a notice, all the required information such as the date, time
and the venue of the meeting is given for the meeting
Essential components of a Good notice:-

1. It should be under proper authority

2. It should state the name of the organization
3. It should state the day, date, time, and place. Also, sometimes, how to reach the place
4. It should be well in advance. Some require seven days’ notice, some 48 hours’
5. It should state the purpose and, if possible, the agenda
6. It should carry the date of circulation and convener’s/secretary’s signature
7. It should go to all persons required at the meet
8. It should mention the TA/DA etc. payable and the arrangements for this.

2) AGENDA- An agenda is the list of items to be considered at a meeting. It is also called

business or order of business. It comes from the Latin word agendum (singular) which
means ‘a thing to be done.’ But agenda (the Latin plural) is used as a singular noun.

Essential components of a good agenda:-

1. Apologies from absent members (need not be written previously)

2. Condolences if any (may or may not be written previously)
3. Reading and approval of minutes of the last meet
4. Matters arising out of previous meet’s minutes (this need not always be mentioned)
5. Urgent and non-controversial items
6. Matters requiring closer discussion and debates
7. Any new, on-the-spot items with the approval of the chairman
8. Date of the next meet.
Significance of Notice and Agenda:

The importance of giving a notice of a meeting is so everyone can attend. People have other
things to do and if given notice, they can rearrange their schedule if need be.

The agenda enables participants to prepare in advance for the topics so that they can make a
more valuable contribution. If participants know which specific topics are going to be discussed
at a meeting, they can research those topics in advance and prepare relevant information and
questions to contribute constructively to the meeting.

Model of Notice

Agra Toy Industries Ltd 27,

Kamla Nagar, Agra – 282005 11 November, 2018

NOTICE OF THE MEETING OF THE BOARD OF DIRECTORS

The fourth meeting of the Board of Directors of the company will be held at the registered office
of the company at A6/36 Kamla Nagar, Agra at 5.00 p.m. on Saturday, 18 July 2018.

The agenda is enclosed.

Rahat Ullah
(The Secretary)

Cc:

The Chairman Members of Board of Directors

Model of Agenda

1.1 Review of the previous meeting

1.2 Proposal to start a new unit

1.3 Salary revision

1.4 Conduct of the General Body Meeting

1.5 Any other matter

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UNIT 3. (SUBJECTIVE DHA 2):
HOW DOES TRANSACTIONAL ANALYSIS HELP BUILD BETTER INTERPERSONAL
RELATIONS AT THE WORK PLACE? EXPLAIN.
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Transactional Analysis is an essential theory to learn about the responses of an individual to various
stimuli. It is a technique used to help people to understand better their own and other’s behavior
especially in interpersonal relationships. Transactional analysis helps in finding out, “Why people do
as they do”, by determining which part of the multiple nature of an individual is being activated in
any transaction.

Transactional analysis helps people to develop interpersonal relationships at the work place
through four stages:

 Forming first impressions: First impressions are lasting and important because they create
favourable impressions and are necessary for entering into enduring relationships with
others.

 Developing mutual expectations: People develop certain expectations about each other.
In organizations, the manager may expect new employees to be competent, productive,
reliable and loyal and to conform to organizational norms. New employees on the other hand,
expect their superiors to be fair, supportive and considerate of their needs.

 Honoring psychological contracts: A set of mutual expectations that is worked out and
understood by the parties is called a psychological contract. Each party expects the other to
be faithful in relationships, not to take arbitrary actions and to be honest with him or her.
Though this contract is not formally stated or legally valid, it reassures one that the other is
acting in good faith.

 Developing trust and influence: The result of meeting the psychological contract leads to
an increased level of trust and influence on each other. Since the relationship is fulfilling, the
parties will continually rely on it to satisfy their needs.

Other Benefits:

 Transactional analysis is useful where success depends on interpersonal effectiveness, such

as, sales, employee counselling, etc.
 It is used in business and industry as a way to increase the capability of the executives to
cope with problems and deal more sensibly with people.
 Training can give workers fresh insights into our own psychological make-up and it can help
them understand why others respond as they do.
 Transactional analysis reinforces and implements other management development activities
including leadership, communication, management by objectives, conflict resolution etc.
 Transactional analysis helps in developing leadership skills among the people.

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UNIT 3. (OBJETIVE DHA 1):
MENTION SOME STEPS FOR THE EFFECTIVE USAGE OF TELEPHONE.
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Today's workplace is changing dramatically as a result of innovative software, superfast wireless

networks, and numerous technologies that allow professionals to share information, work from
remote locations, and be more productive in or away from the office. Despite the heavy reliance on
e-mailing, the telephone is still an extremely important piece of equipment in offices.

Here are some steps for the effective usage of telephone:

• Speak in low, conversational tones: Microphones on cell phones are quite sensitive, thus
making it unnecessary to talk loudly.

• Observe quiet areas: Don’t allow your cell phone to ring in theaters, restaurants, museums,
classrooms, important meetings, and similar places. Use the cell phone’s silent/vibrating ring option.
Don’t carry on a cell phone conversation while someone is waiting on you. Think first of those in
close proximity instead of those on the other end of the phone. Apologize and make amends
gracefully for occasional cell phone blunders.

• Don’t drive and talk: Pull over if you must make a call as talking while driving increases the
chance of accidents. Some companies are implementing cell phone policies that prohibit employees
from using cell phones while driving for company business.

• Choose a professional ringtone: These days you can download a variety of ringtones. Choose
a ringtone that will sound professional.

• Listen fully: Communication means listening, as well as talking. Listen attentively without cutting
your telephone correspondent off. Acknowledge a comment every now and then, so your caller
knows you are listening, and have not just tuned her out.

UNIT 3. (OBJETIVE DHA 2):

MENTION HOW PERSONAL ASPECTS AND AUDIENCE ANALYSIS CONTRIBUTE TO
FORMAL PRESENTATION
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Today, it is necessary for us as a student, researcher, job-seeker or a manager to make a

presentation on a specific subject to a select audience. In an organization, whether we present to
internal or external audiences, our presentation basics remain the same. In getting ready for a formal
presentation, focus on personal aspects and audience analysis is necessary. As a presenter focus
on personal aspects and audience analysis before delivering the presentation.
Components of personal Aspects:
  Confidence: Having confidence in yourself is important. To earn the confidence of your
audience, project the right image, and talk in a strong, clear voice.
 Sincerity: Sincerity is vital. Your listeners are quick to detect insincerity. You convey an
image of sincerity by being sincere.
 Thoroughness: Achieve integrity in your presentation by giving your listeners all they need
to know - the correct information and necessary details.
 Friendliness: Projecting an image of friendliness helps your communication effort as
audience will be receptive to what you say. Be an enthusiastic speaker.

Audience analysis:

A study of the pertinent elements defining the makeup and characteristics of an audience. Audience
analysis involves identifying the audience and adapting a speech to their interests, level of
understanding, attitudes, and beliefs. Taking an audience-centered approach is important because
a speaker’s effectiveness will be improved if the presentation is created and delivered in an
appropriate manner. Analyze the following questions to help you determine your organizational
pattern, delivery, style, and supporting material.
• How will this topic appeal to this audience?
• How can I relate this information to my listeners’ needs?
• What is their background and level of knowledge?
• What is their likely attitude towards the subject and you?
• What would be most effective in making my point? Facts, Statistics, Personal experiences, Expert
opinion, Humour, Cartoons, Graphic illustrations, Demonstrations, Case histories or Analogies.
• What will be the outcome of your presentation?

Proper audience analysis will assure that you give the right speech to the right audience. Speaking
to the audience, a presenter can’t ignore their number, demographics, mentality, social status, and
interests. When preparing a presentation, audience analysis should become a significant aspect
determining the presentation’s success. Audience analysis helps to make presentations more
effective in many ways. Understanding the audience allows to choose right arguments, lexis, and
examples to reach listeners and make them get the point. Speaking to the audience, a presenter
can’t ignore their number, demographics, mentality, social status, and interests. When preparing a
presentation, audience analysis should become a significant aspect determining the presentation’s
success.