Business Communication Assignment

Arul Rolan Rodrigues

211202018 Section ‘A’

1. For this question it is assumed that this is a cultural festival held in a college. The fest is
held on 16/05/2022 day with time allocated to certain events as shown in the table:
The following is official communication between John (Cultural Committee Representative)
and Professor Sumith (Cultural Coordinator).

Date: 13/05/2022
To: Professor Sumith (Cultural Coordinator)
From: John Smith (Cultural Committee)
Subject: Status Report on Cultural Festival to be held on May 16th 2022.
Dear Professor Sumith,
I hope you are doing well. I am writing this to inform you about the events that are going to
be held during the Cultural Festival along with the costs incurred and details about the
work yet to be completed. The total budget required for this event is approximately Rs.10
lakhs.
I have attached a detailed status report along with this email to inform you about all the
planned events during the day, work done or yet to be done, expenses budget and incurred.
Thanking You
John Smith

Status Report
The status report is divided into 3 parts broadly classified into planned events, work details
and the expense sheet.
i) The following are the Planned Events for the Cultural Festival
9 to 11 AM 11 to 1 PM 1 to 3 PM 3 to 6 PM 6-11 PM
i) Singing i) Solo Dance & Lunch Break Class Photo i) Formal Event
Competitions ii) Group Dance Shoot ii) Cultural
ii) Fashion Show Competitions Event
iii) DJ Night
The above table contains the list of events that are planned to occur on the cultural event.
The events from 9 to 11 AM are singing and fashion show competitions that are scheduled
for 1 hour each following a sequential order to avoid scheduling conflicts to the participants.
The event takes place in the main auditorium of the college. Participants are given access to
changing rooms in the college.
11 to 1 PM is the Solo and Group dance competitions which is once again conducted in a
sequential order. The event take place in the main auditorium and participants are given
access to changing rooms.
1 to 3 PM is the lunch break which will be served in the hostel mess.
3 to 6 PM is the class photo shoot. The students are requested to take their class photo in a
designated area.
6 to 11 PM is the further divided into 3 parts i.e., 6 to 7 PM the formal event will be
conducted with a speech from the chief guest, director of the institution to the students,
followed closely by the price distribution ceremony. 8 to 9:30 PM is the cultural events
which includes dance and singing by the students. The time from 9:30 to 11 PM is reserved
for the DJ night.

ii) Work Details (- work done  - work incomplete)

Work Details
Sound Systems 
Floral Decorations 
Seating Arrangement 
Lunch Arrangement 
Lighting 

The above table contains the list of the work done/ work yet to be done. For the festival we
have reserved the college auditorium. Seating and lunch arrangement work have been
completed. Since there was an agreement from the college with the caterers who also have
chairs for the event. Sound systems and lighting work will be completed on 15/05/2022 in
the evening since the proprietor have an event in the afternoon. Floral decoration will be
completed in the morning by 9 AM since the florists has to order fresh flowers which will be
delivered early in the morning at around 4 AM.
iii) Expense Sheet
Details Quotation/Expenses
Sound Systems 1 Lakhs
Lunch Arrangement 2 .5 Lakhs
Chairs 30 thousand
Lighting 1.5 Lakh
Floral Decorations 1 Lakh
DJ 3 Lakh
Miscellaneous (Photographer etc) 70 thousand
Total 10 Lakhs

The above expense sheet shows all the requirements costs to the budget given by the college.
All the details are the quotations from the respective proprietor these expenses change at any
given time. Some of the requirements like Lunch arrangement, Floral Decorations, DJ needs
to be paid half upfront. So, I request you to ask the management for the quick release of the
funds.

2.
1)
Issues from viewpoint of builder-
 not building a proper parking space (for a tower) for the residents.
 improper planning, allotment of parking space wasn’t planned properly.
Issues from viewpoint of concerned residents-
 should have requested or communicated the sales manager prior to purchase their
issues or
 requested for a parking space close to a lift.
 also, they should have communicated what type of cars they own.
2) Communication barriers that led to current situation are-
 Sumi and Michal not communicating their needs with the Sales Manager.
 Sales Manager did not listen or ask for Sumi and Michal about their type of car they
own, preferences regarding parking space etc.
 Sales Manager could have plead their case with the builder.
3) Various stages of conflict that might have led to the current crisis-
 Discomfort- this stage of conflict began when Sumi and Michal were allotted a wrong
parking space in another tower.
 Incidents- harassment by other residents when parking in open parking spaces.
  Misunderstanding- by the manager when allotting the parking spaces to Sumi and
Michal. The manager also assured them that there was plenty of space available for
both their vehicles.
 Tension- when Sumi and Michal came to know that the neither the Sales Manager or
the Residents Welfare Association had the powers to resolve their issues. And the
senior authorities of the builders where not acknowledging his mails.
 Crisis- with no solutions to their issues and further interaction with other residents got
to know about 3 other residents facing the same problem even though they had booked
the flats early.
 The situation between the Sumi and Michal escalated into a full-on crisis after no
viable solution to their problems were given nor the mails communicating their
problems they sent where acknowledged by the senior authorities of the builder.

4) Conflict Resolution strategy that is most effective to resolve the current situation is
Compromising. In this strategy both the parties can come to an agreement on the middle
ground. Both the parties are partially satisfied. Sumi and Michal can ask the builders to
designate a small space for their cars. OR Sumi and Michal can make a plea with the other
residents of the building about their problems and requesting for exchanging of parking
space.

5)
BATNA WATNA ZOPA
Builders Tell the residents Get into an argument Temporary parking
allotted parking slots with the residents. in a place close to
cannot be changed. the lift.
Residents Builders reallocate No agreement or Builder allows Sumi
the parking space. middle ground found and Michal to park
by either party. in some other space
close to the lift.